Using the HubSpot Integration

Please make sure that the proper browser is being used to setup and use this integration. For more information, please look at this article from HubSpot.

Using Multi-Currency on HubSpot Deals

For HubSpot deals, the “Currency” Property will be required to determine the currency. When creating a deal, select the currency to be used for the deal.


The integration will then present pricing of the deal line items in that currency both in the product catalog as well as on the deal and on HubSpot quotes.


Preview an Advanced Billing Subscription on HubSpot Deal Record

After the HubSpot user(sales rep) has created the correct associations between the deal, the line items, & the billable contact. The Deal Record will display a HubSpot timeline event on the Deal Record view. This will be used to display additional actions like the “create subscription” action. The users will need to ensure the Advanced Billing Integration Timeline events have been toggled as one of the filtered activities on the deal view.


The first time the integration is used, you may need to select the Advanced Billing integration in the Filter By: Filter Activity dropdown at the top of the Activity view in HubSpot.


The Subscription Preview shows a preview of both the first invoice as well as the next ongoing invoice. This makes it easy to see what will be initially invoiced and how it differs from ongoing subscription fees in the case where one-time fees, or discounts are applicable. Taxes are also calculated and displayed in this Subscription Preview if the products on the deal are taxable, the contact is not tax exempt, and the contact’s address has been included such that Advanced Billing can determine the correct tax rate based on the jurisdiction.

If a user has selected incompatible line items, such as components and products from different Advanced Billing product families, then those line items will not be displayed on the Subscription Preview and will not be added to the subscription in Advanced Billing once created.


Selecting a First Billing Date

When using the first billing date attribute on the deal record. The subscription preview will give you an additional option to select between set date, and set awaiting signup date. When a set date is selected the subscription will be created as Active and will charge for a normal renewal on the date you specified, Any setup fee or trial period will not apply. If you modify the First Billing Date, you may need to calculate and apply any component prorations manually for that billing period.

Separately, if you select the Set Awaiting Signup Date the subscription will be created in an Awaiting Signup state, and its signup will be delayed until the date you specified. Any setup fee or trial period, when applicable, will be applied at that time.

Otherwise if you are trying to bill immediately you can leave the first billing date deal property blank. 


Sync Deal Record with Advanced Billing Subscription Preview

This action allows sales and finance teams to solidify their sales to finance hand off process. The sales reps will be able to leverage the Advanced Billing engine to auto-generate any tax, setup fees, or discounted line items and associate those to the deal record being processed through the sales pipeline. When the sales representative triggers the action they can verify that all of the correct line items are reflecting on both the invoice & quotes.


All Coupon, Component, and Product permutations will be available via the HubSpot Product Library. Once those line items have been associated to the deal record the Advanced Billing Subscription Preview is adjusted accordingly. In the case that taxes, discounts, or setup fees are included in the line items the sales rep will be required to trigger the Sync Deal with Chargify action in order to get the correct taxable and discounted amounts on the deal line items.

Creating a HubSpot Quote From Advanced Billing Products, Components, Coupons, Taxes, and Setup Fees

Once the deal has been synced with Advanced Billing’s robust billing engine and reviewed by the sales representative. The sales rep will be able to leverage the newly associated line items to the deal to display discounts, setup fees, and taxes on the quote. This quote-to-cash integration allows Advanced Billing users to continue leveraging their existing CRM to manage quotes, customers, etc.


The quote will need to be created from the Deal Record View. In other words clicking the "+Add" button on the quote section of the deal view. View screenshot above.

Using HubSpot Snippets for Quote Purchase Terms

Due to HubSpot API limitations Advanced Billing cannot create snippets, or access certain quote functionality through the integration. The user would have to create and manage the snippets manually through the HubSpot user interface. These purchase terms can be used to reflect the volume, tiered, or stair-step thresholds that admins setup inside the Advanced Billing product catalog.


Create an Advanced Billing Subscription from a HubSpot Deal Record

If there are multiple contacts associated with a HubSpot deal, users can select the appropriate billing contact from a dropdown menu. This is the contact which will be used for the customer record in Advanced Billing.

When everything is configured correctly, and the deal line items reflect the same values and amounts as the subscription preview. The user will be able to create the Advanced Billing subscriptions from the HubSpot Subscription Preview timeline event by simply clicking Create Subscription.

Some permutations might be restricted based on Advanced Billing catalog settings. As an example: Advanced Billing Coupons could have restrcitions to certain products/components. If there is a mismatch and the coupon is associated with a restricted product an error will be raised.

Upon subscription creation, the user will see a confirmation message.


After creation of the subscription, the Self-Service Page URL created by Advanced Billing is also populated on the HubSpot deal.


This URL can then be sent to new subscribers for secure entry of their credit card payment information as required for automatic collection subscriptions. Note that for automatic collection method subscriptions, if the subscriber does not enter their credit card details prior to the first billing date, the subscription will become past due and enter your defined dunning process.

Viewing Advanced Billing Subscription Details

Advanced Billing Subscription details like status, total revenue, current balance, net terms, and next billing date are all viewable in the CRM Card stored in the Contact or Deal records associated to the subscription. Any updates that occur inside Advanced Billing will sync back to the HubSpot CRM card to make available for your visibility. This ultimately gives you the ability to keep streamlined operations between your CRM and Advanced Billing’s Subscription management engine.


Viewing Invoice Details

A few details of the invoice like Invoice ID - Status - Payment Collection Method, Invoice Due Amount, Invoice Paid Date, Invoice Paid Date, Credits Used and a public link to view the invoice details.


General Subscription Actions Available via the HubSpot User Interface


  • Subscription Cancellation
  • Subscription Reactivation
  • Pause Subscription
  • Resume Subscription
  • Give/Deduct a service credit
  • Record external prepayment
  • Manage Coupons

Note, the Advanced Billing Admin will be able to decide which actions get exposed to the HubSpot UI with Sync Options.


Advanced Billing Events to create Contact or Deal timeline activities

Stay up-to-date and track subscription related timeline activities within the Contact or Deal record views. This provides visibility for your client services teams to make meaningful decisions and provides the admin the levers to determine which events are relevant to the business need. For more details on which events are available read here.


Auto-create a New Deal from Quantity Component Allocation Increases

HubSpot users will be able to auto-create new deals from Advanced Billing quantity allocation increases events. In the same way the users can create new allocations directly inside the HubSpot user interface. This is used specifically for quantity based components. Once the integration is connected navigate to the bottom of the settings view and select Edit Sync Options. This action will provide you a setting to select which pipeline and stage these deals should be created in.


Making Component Allocations from the HubSpot User Interface

In some cases service providers will want to enable their customer facing teams to update the quantity allocation for components via the HubSpot UI. The user will need to create the Component Allocation Change timeline activity in order to assign components to the subscription. They can do this by navigating to the Subscription CRM card selecting the View Details scroll down and click create a deal for component allocation change. A new deal ID will be displayed on the screen, so the user will be able to copy and paste the deal ID on the URL. This will display the new deal with an Advanced Billing Timeline Activity called Edit component allocations. This will give the user the ability to configure the component allocation changes on Active, Trialing and Awaiting Signup subscription states.


Product Library Matching Rules

When Advanced Billing Products and Components sync to the HubSpot Product Catalog the price point ID is used in the Product’s SKU property. The integration will use the object name (product/component) and thhe price point ID to identify the items across both catalogs.

Attributing Advanced Billing Metadata with HubSpot Properties

This is configured by the admin at the time of implementation. Please Review Step #2 of the Advanced Billing Setup in the installation guide. This will require Advanced Billing generated Custom Fields before connecting the integration. The integration will create the necessary properties and make any drop downs, radios, or text input properties available in the deal or contact creation view.

Custom Fields can also sync over from Advanced Billing to HubSpot if those are changed or updated on the Advanced Billing Side. Those changes would be viewable in the HubSpot CRM card Subscription Details view. You will need to create these before connecting the integration. Any Advanced Billing custom fields created after both systems are connected will NOT be available as HubSpot Custom Properties. These are only part of the initial sync

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