HubSpot Integration

DEAR supports synchronisation of Sales, Customers and Products with HubSpot via a dedicated integration. 


Prerequisites


Table of Contents


HubSpot Integration Setup

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First, you must connect DEAR to your HubSpot account. Only one HubSpot account can be connected at a time. 


IMPORTANT! DEAR allows you to connect two (2) external integrations for free under the standard subscription plan. If you already have two connected integrations, you will first need to purchase licences for additional external integrations under the My Subscription page before you can connect a HubSpot account. 


  1. Navigate to Integration → HubSpot.
  2. Click Connect to be taken to HubSpot where you will be prompted to enter your HubSpot account login details.
  3. In HubSpot, click the Grant Access button. You will then be taken back to the DEAR HubSpot Integration setup tab.
  4. In DEAR, click Continue Setup to move on to the next step. 
  5. Click the Synchronisation status button to activate synchronisation with HubSpot and make the integration settings visible. 


Integration settings

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In the Setup tab, several integration settings can be customised.


Synchronisation status

This slider is switched to Off by default. If this is toggled to On then data between HubSpot and DEAR will be synchronised. Turning synchronisation off does not remove any data from HubSpot. 


Sales synchronisation

Controls the sales data synchronisation between the two applications. Bidirectional synchronisation is not currently supported. There are three options:

  • Off: Sales data will not be synchronised between the two systems. The Sales tab will not be displayed on the DEAR integration page. If Sales synchronisation is set to Off, it is still possible to Import Customers/Products from HubSpot or Export Customers/Products to HubSpot. 
  • Export to HubSpot: This is the default option. All sales data will be synchronised from DEAR to HubSpot. This will automatically set Customer and Product synchronisation to Export to HubSpot. 
  • Import from HubSpot: All sales data will be synchronised from HubSpot to DEAR. This will automatically set Customer and Product synchronisation to Import from HubSpot. 


Customer synchronisation

Controls the customer data synchronisation between the two applications. Bi-directional synchronisation is not currently supported. If sale synchronisation is set to Import from HubSpot/Export from HubSpot, the same option will automatically be selected for customer synchronisation. There are three options:

  • Off: Customer data will not be synchronised between the two systems. The Customers tab will not be displayed on the DEAR integration page.
  • Export to HubSpot: All customer data will be synchronised from DEAR to HubSpot. 
  • Import from HubSpot: All customer data will be synchronised from HubSpot to DEAR. 


Product synchronisation

Controls the product data synchronisation between the two applications. Bi-directional synchronisation is not currently supported. If sale synchronisation is set to Import from HubsSpot/Export from HubSpot, the same option will automatically be selected for product synchronisation. There are three options:

  • Off: Product data will not be synchronised between the two systems. The Products tab will not be displayed on the DEAR integration page.
  • Export to HubSpot: All product data will be synchronised from DEAR to HubSpot. 
  • Import from HubSpot: All product data will be synchronised from HubSpot to DEAR. 


Price tier*

The Price tier to assign when a new product is created in DEAR (after import from HubSpot). This setting will only be available when Product synchronisation or Sale synchronisation is set to Import from HubSpot


NOTE: This field does not affect the price tier and price that is exported to HubSpot. When products are exported to HubSpot, the price and price tier already assigned to the product in DEAR will be exported.


Location*

The default location to assign when a new product is created in DEAR (after import from HubSpot). This setting will only be available when Product synchronisation or Sale synchronisation is set to Import from HubSpot


Product description type*

Choose whether to export Short description or Full description when exporting products from DEAR. This setting will only be available when Product synchronisation is set to Export to HubSpot


Term*

How long the customer is locked into the product after it has been purchased. This is a mandatory field for HubSpot products. By default, this value is set to None. This setting will only be available when Product synchronisation is set to Export to HubSpot


Save in DEAR with category

The category to assign when a new product is created in DEAR (after import from HubSpot). This settting will only be available when Product synchronisation or Sale synchronisation is set to Import from HubSpot


Save in DEAR as*

Choose whether to save product in DEAR as Stock or Service when importing products from HubSpot. This setting will only be available when Product synchronisation is set to Import from HubSpot


Import contacts without companies

This field will only be available when Customer synchronisation is set to Import from HubSpot. Unlike DEAR, HubSpot allows you to have contacts without an attached company. Contacts and companies are imported according to the following rules:

  • A Company from HubSpot will be imported as a Customer.
  • A Contact with a Company will be imported to a Customer as a Customer Contact (HubSpot company will be the Customer).
  • A Contact without a Company will be imported as a Customer with one contact (unless Ignore contacts without organisations setting in setup tab is enabled). 


Customer base currency*

The base currency of the customer. This field will only be available when Customer synchronisation is set to Import from HubSpot.


Revenue account*

The default Sale/Revenue account for a new customer created with Import from HubSpot. This field will only be available when Customer synchronisation is set to Import from HubSpot.


Payment term*

The default Payment term for a new customer created with Import from Hubspot. This field will only be available when Customer synchronisation is set to Import from HubSpot.


Default customer taxation rule*

The default taxation rule for a new customer created with Import from HubSpot. This field will only be available when Customer synchronisation is set to Import from HubSpot.


Default address type*

The default address type (Billing or Shipping) for a new customer's address created with Import from HubSpot. This field will only be available when Customer synchronisation is set to Import from HubSpot.


Auto-sync settings

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Auto-sync is enabled from the HubSpot Integration setup page. Enabling this setting will activate further auto-sync settings. When auto-sync is enabled, sales, customers and products will be automatically exported from DEAR to HubSpot or from HubSpot to DEAR depending on your settings. Both newly added items, as well as updated items will be auto-synced.


Start date*

Auto-sync start date. 


Start time*

Auto-sync start time. 


Sync frequency

Select Auto-sync frequency from 2h, 4h, 8h, 12h, Daily. 


Alert type for errors

If auto-sync encounters, select to send error notifications internally or via email. 

  • Internal: The alert will be displayed as a notification on the 'bell' icon on the top menu. 
  • Email: Selecting email will allow the user to select a mailing list. Email alerts for auto-sync errors will be sent to the recipients of the selected mailing list. The mailing list users will also receive a daily HubSpot synchronisations status update.


Link HubSpot deal stages and DEAR sale statuses

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Deals in HubSpot correspond to Sales in DEAR. Therefore, HubSpot deal stages correspond to DEAR sale statuses. While you can have multiple deals pipelines in HubSpot, only one can be imported into DEAR to map to DEAR sale orders. Pipelines can be created and edited from your HubSpot account. 


This setup stage is necessary for Sales synchronisation to function correctly.


Click Load pipelines from HubSpot to make sure DEAR has the latest pipeline data from your Hubspot account. Next, select a pipeline to map from the HubSpot pipeline dropdown menu. 


Selecting a pipeline will load the deal stages into DEAR where they can be mapped. Whenever a deal is created and synced with HubSpot or with DEAR the deal should be written on either sides as per the selected mapping. If the value Unmapped & Ignored is kept as it is, then no mapping will be done. 


The Create a Sale when HubSpot Deal reaches this Stage dropdown will only be visible when Update Sales is set to Import from HubSpot. When a HubSpot deal reaches the stage specified in this dropdown, a DEAR sale will be created with the status mapped in this section.  If the stage has not been mapped (Unmapped & Ignored is selected for that stage), the sale will be created in DEAR with status Sale Quote Authorised


With the settings shown in these screenshots, when a HubSpot deal reaches the Invoice Sent stage, a sale will be created in DEAR with status Invoiced - Invoice is authorised



NOTE: If there is insufficient stock availability to create a sale quote or sale order in DEAR, the user will receive an error. When stock availability increases enough to fulfill the sale, and IF the auto-sync option is set to 'ON' then the sale will be created for the product at the next sync interval automatically. If this option is set to 'Off' then the user has to sync the sale manually.


NOTE: If Hubspot deal stages for the selected pipeline are updated from HubSpot, the updated/renamed values will display in the Create a Sale when HubSpot Deal reaches this Stage dropdown after the next sync operation.


Link Hubspot and DEAR customer fields

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This section is only available if Update customers is set to Export to Hubspot.


You can export customer fields from DEAR as properties in HubSpot. Properties are used to store data on certain objects in HubSpot, such as contacts, companies, deals, tickets, and products. See Manage your properties for further information on how properties work in HubSpot. You can find your properties in HubSpot by going to Settings → Properties from your HubSpot account. 


HubSpot allows the user to add custom properties to store more information about contacts and customers. These properties will be found under Settings → Properties → DEAR information in HubSpot. You can also view which properties have been assigned to a contact by going to Contacts → [select contact] → About this contact → View all properties → Dear information.


NOTE: Custom fields will support one-way binding from DEAR to HubSpot. If a Custom field value is changed in HubSpot the changes will not be imported back to DEAR. 


The user can select which additional optional customer fields should be exported to HubSpot. 

  1. Click + to add a new customer field to export.
  2. Select a field to export to HubSpot. The following fields are available to select in the DEAR Customer field dropdown:
    • Currency
    • Payment Term
    • Tax Rule
    • Sale Account
    • Sale Price Tier
    • Comments
    • Sales Representative
    • Default Carrier
    • Default Location
    • Tax Number
    • Discount
    • Credit Limit
    • Attribute Set
  3. Enter a name for the custom field that will be created for HubSpot customers. New properties will be created in HubSpot under DEAR information
  4. Save your changes when you have finished adding fields to export. 


Link HubSpot and DEAR sales order fields

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This section is only available if Update sales is set to Export to HubSpot.


You can export sales fields from DEAR as properties in HubSpot. Properties are used to store data on certain objects in HubSpot, such as contacts, companies, deals, tickets, and products. See Manage your properties for further information on how properties work in HubSpot. You can find your properties in HubSpot by going to Settings → Properties from your HubSpot account. 


HubSpot allows the user to add custom properties to store more information about deals (sales). These properties will be found under Settings → Properties → DEAR information in HubSpot. You can also view which properties have been assigned to a deal by going to Sales → Deals → [select deal] → About this deal → View all properties → Dear information.


NOTE: Custom fields will support one-way binding from DEAR to HubSpot. If a Custom field value is changed in HubSpot the changes will not be imported back to DEAR. 


The user can select which additional optional sales fields should be exported to HubSpot. 

  1. Click + to add a new sales field to export.
  2. Select a field to export to HubSpot. The following fields are available to select in the DEAR Sale field dropdown:
    • Order Total
    • Order Status
    • Invoice Total
    • Invoice Paid
    • Invoice Status
    • Shipment Status
  3. Enter a name for the custom field that will be created for HubSpot deals. New properties will be created in HubSpot under DEAR information
  4. Save your changes when you have finished adding fields to export. 


Products

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See Product and Service Management for more information about Products in DEAR. 


See Use Products for more information about how Products are managed and used in HubSpot. Products in HubSpot can be viewed by going to Settings → Sales → Products & quotes


NOTE: If the connected HubSpot account does not have a HubSpot Professional Subscription, products cannot be added to Deals and Deals/Sales cannot be synchronised in either direction. HubSpot accounts without a Professional Subscription are still able to create and sync products and customers. 

On the Setup page, you can choose whether product information is exported to HubSpot or imported from HubSpot. Bidirectional synchronisation is not available at this time.


Export Products to HubSpot

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The From DEAR sub-tab will be visible on the Products tab if Products synchronisation is set to Export to HubSpot. Your DEAR inventory list will be visible on this sub-tab. You can filter the list using the dropdown fields at the top of the screen and also the search field. 


Products can be listed individually and in bulk. If auto-sync is enabled, any new products or updates to listed products will be exported automatically to HubSpot according to the frequency specified by your auto-sync settings. If auto-sync is disabled, new products and updates to listed products must be exported manually. 


Product description type (Short description or Long description) and the default product Term (mandatory field in HubSpot) of uploaded products are configured from the Setup tab of DEAR HubSpot Integration. 


List a product on HubSpot

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Select a product from the inventory to open the Hubspot product management product window. Check that the selected Price Tier is correct (See Pricing and Price Tiers for more information) and List on HubSpot to export the product. 


Bulk list products on HubSpot

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Multiple products from your DEAR inventory can be listed at once on HubSpot. Use the filters and/or search field at the top of the page to show the products that you want to list in bulk. 


Click Refresh to make sure the inventory list has the most recent information from DEAR. Click Start to begin the export to HubSpot. 


Update products on HubSpot

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If the product has already been listed, the HubSpot product management window will instead show the option to Update the product rather than list on HubSpot.


If SKU, Product Name, Product Description, Price Tier or Price has been changed in DEAR, this option will export the changes to the product in HubSpot. If auto-sync is enabled, any updates to listed products will be exported automatically to HubSpot according to the frequency specified by your auto-sync settings.



Unlink or remove a product from HubSpot

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Clicking a listed product will give you the option to Unlink the product or Remove from Hubspot

  • Unlink breaks the mapping between the DEAR product and the HubSpot product, however the product will remain in HubSpot. 
  • Remove from HubSpot completely removes the product from HubSpot. 


Import Products from HubSpot

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The To DEAR sub-tab will be visible on the Products tab if Products synchronisation is set to Import from HubSpot. If you have products already imported and linked to DEAR  products, they will be listed here. If not, the screen will be blank.  


Click Load Products to import all products from HubSpot into DEAR. If a matching product is found in DEAR and HubSpot is master of data this product will be updated with the information from HubSpot. If auto-sync is enabled, any new products or updates to listed products will be imported automatically from HubSpot according to the frequency specified by your auto-sync settings.


DEAR will attempt to map products according to the following rules:

  • First the system tries to match products according to SKU –  if a matching SKU is found then the two products will be linked. 
  • If no SKU match is found, the system then tries to match products according to product name. If a matching product name is found, then the two products will be linked. 
  • If no SKU or product name is found, the product will remain unmapped. You will need to go to HubSpot and check the product name/SKU, or create the product in DEAR so it can be mapped. 
    • (Coming soon) In the near future DEAR will create products automatically in DEAR if no match is found for a HubSpot product. 
    • (Coming soon) Default Price Tier, Location, Product Type (Stock or Service) and Category of auto-created products are configured from the Setup tab of the DEAR HubSpot integration.


Removing a product from DEAR does not remove it from HubSpot and vice versa. 


Customers

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See Customer Management for more information about Customers in DEAR. In DEAR, Customers can have one or more associated contacts. 


See Create Contacts and Create Companies for more information about how Contacts and Companies are managed in HubSpot. In HubSpot, Contacts can be associated with a Company, or independent (not associated with any company). 


On the Setup page, you can choose whether customer information is exported to HubSpot or imported from HubSpot. Bidirectional synchronisation is not available at this time.


Export Customers to Hubspot

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The From DEAR sub-tab will be visible on the Customers tab if Customer synchronisation is set to Export to HubSpot. Your DEAR customer list will be visible on this sub-tab. You can filter the list using the dropdown fields at the top of the screen and also the search field. Click Refresh to make sure the most recent customer information from DEAR is displayed.


List customers on HubSpot

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Multiple customers from DEAR can be listed at once on HubSpot. Use the filters and/or search field at the top of the page to show the customers that you want to list. Customers that have not yet been listed will have Listing Status: No.


Click Refresh to make sure the customer list has the most recent information from DEAR. Click Start to begin the export to HubSpot. 


You can export optional customer fields (e.g. Sales Representative, Credit  from DEAR as properties on HubSpot – see Link HubSpot and DEAR customer fields for more information. 


You will receive a notification showing if the listing has been successful/unsuccessful. 


NOTE:
Customers without Contacts in DEAR will be exported to HubSpot as a Contact with no associated Company.

Customers with at least one Contact in DEAR will be exported to HubSpot as a Company. Only the default Customer Contact from DEAR will be exported as a Contact in HubSpot. If no default is specified, the first customer with an email will be exported instead.

If DEAR Customer status is set to Deprecated, then all HubSpot Company's contacts will be exported with Inactive status.



Update customer information

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If the customer has already been listed, pressing Start will update the contacts in HubSpot with the most recent information from DEAR. 


If Name, Phone number, Email or any Custom Fields has been changed in DEAR, this option will export the changes to the product in HubSpot. If auto-sync is enabled, any updates to listed products will be exported automatically to HubSpot according to the frequency specified by your auto-sync settings.


Import Customers from HubSpot

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The To DEAR sub-tab will be visible on the Customers tab if Customer synchronisation is set to Import from HubSpot. If you have HubSpot contacts already imported, they will be listed here. If not, the screen will be blank.  


Press Refresh to ensure the most recent customer information has been loaded from HubSpot. Click Download Contacts to import all companies and contacts from HubSpot into DEAR. If auto-sync is enabled, any new Hubspot contacts or updates to listed contacts will be imported automatically from HubSpot according to the frequency specified by your auto-sync settings.

  • If a Customer is found in DEAR with a matching name to a HubSpot company, and HubSpot is master of data this customer will be updated with the information from HubSpot.
  • If a Customer contact is found in DEAR with a matching email address to a HubSpot contact, and HubSpot is master of data, this contact will be updated with the information from HubSpot. 
  • If no matching contact is found in DEAR, new customers and customer contacts will be created automatically. 
    • A Company from HubSpot will be imported as a Customer.
    • A Contact with a Company will be imported to a Customer as a Customer Contact (HubSpot company will be the Customer).
    • A Contact without a Company will be imported as a Customer with one contact (unless Ignore contacts without organisations setting in setup tab is enabled). 


Customer fields Customer Name, Contact Name, Contact Phone number and Contact email will be imported from HubSpot. If a new Customer is created, default Customer base currency, Revenue account, Payment Term, Default customer taxation rule and Default address type of imported customers are configured from the Setup tab of the DEAR HubSpot integration.


Sales

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See Processing a Sale for more information about how sales are managed in DEAR.


See Deals for more information about deals in Hubspot.


On the Setup page, you can choose whether sales information is exported to HubSpot or imported from HubSpot. Bidirectional synchronisation is not available at this time. Sales are mapped according to sale order number.


Export Sales to HubSpot

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If Sales synchronisation is set to Export to HubSpot, then Customer synchronisation and Product synchronisation is automatically set to Export to HubSpot as well.


Sales appear for export as soon as sale quote is created. Sales for export can be filtered by starting date and/or using the search field. 


Click Refresh to make sure the sales list has the most recent information from DEAR. You can export optional sales fields (e.g. Order Total, Invoice Status, Shipment Status)  from DEAR as properties on HubSpot – see Link HubSpot and DEAR sales fields for more information. 


Clicking Start exports sales in DEAR as deals in Hubspot according to the mapping specified on Setup → Link HubSpot deal stages and DEAR sale statuses. In this example, the sale has status Quote authorised, which according to the mapping shown above will create a HubSpot deal with stage Decision maker bought in. 


Customers and products associated with a sale must already have been exported to HubSpot before the sale can be exported. If either the customer or product is not listed in HubSpot, an error message will be displayed and the sale export will fail.


If Sale changes status (advances) in DEAR, the stage in HubSpot will be updated. If auto-sync is enabled, any new sales or changes in sale status will be automatically exported to HubSpot according to the frequency specified by your auto-sync settings.


IMPORTANT NOTE: When sale synchronisation is set to Export to HubSpot, updating the deal stage in Hubspot DOES NOT change the sale status in DEAR. 


Import Sales from HubSpot

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The To DEAR sub-tab will be visible on the Sales tab if Sale synchronisation is set to Import from HubSpot. If you have HubSpot sales already imported, they will be listed here. If not, the screen will be blank.  


Press Refresh to ensure the most sale customer information has been loaded from DEAR. 


Click Download Sales to import deals from HubSpot into DEAR as sales. A pop-up window will appear to confirm the date from which you wish to import orders. Orders created on or after the selected date and which have reached the trigger stage specified in Link HubSpot deal stages and DEAR sale statuses will be imported. HubSpot deals which have not reached the trigger stage defined in Setup will not be loaded from HubSpot.


If auto-sync is enabled, any new HubSpot deals will be imported automatically from HubSpot according to the frequency specified by your auto-sync settings.


IMPORTANT NOTE: DEAR loads deals from HubSpot only once when deal reaches the selected trigger stage. According to the stage mapping in Link Hubspot deal stages and DEAR sale statuses, DEAR will create the imported sale with one of 4 statuses: Estimating, Estimated, Ordering, Ordered. Other DEAR sale statuses are not supported – this is because they require shipping and payment information to authorise in DEAR which are not mandatory fields in HubSpot.

If there is no status mapping specified for the Hubspot deal stage, the sale will be created in DEAR with Estimated (Quote Authorised) status.

If the Hubspot deal stage is mapped to an unsupported DEAR sale status, the sale will be created in DEAR with Estimated status.

If you change a deal stage in HubSpot for any deal that has been loaded in DEAR, the relevant sale status in DEAR will not be changed


If Sales information is imported from Hubspot, then Customer information and Product information is automatically imported from Hubspot as well. 

  • If a Hubspot deal is assigned to a contact that exists as a customer in DEAR, the sale in DEAR will be linked to that customer in DEAR. If a Hubspot deal is assigned to a contact that does not exist in DEAR, the contact will be imported as a Customer in DEAR according to the steps laid out in Import Customers from Hubspot
  • DEAR will attempt to map products in a Hubspot deal to products in DEAR according to the steps laid out in Import Products from Hubspot. If the Hubspot deal contains products that have not been imported to DEAR, the deal import will be skipped. Products should be imported from Hubspot first before sales are imported. 


Log

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Clicking the Log tab opens the Hubspot Synchronisation History page. This displays all previous synchronisation details.


Press Refresh will refresh the log history with the most recent information. 


Each time the user or DEAR downloads sales, products, or customers the appropriate record is added to the operations log, which also contains information about results of downloading, including the date, time, count of downloaded and updated items, and whether the action was performed manually or automatically by the system. 


Disconnect from Hubspot

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At the bottom of the Setup tab, click Disconnect from HubSpot to completely disconnect HubSpot from DEAR. This will remove all links and mapping between HubSpot and DEAR, however, it will not remove any products, customers or sales from HubSpot. 




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