The Advanced Billing HubSpot integration seamlessly integrates the customer relationship management operations users manage in HubSpot with the day-to-day subscription billing operations.
Customer and Contact data is synchronized bi-directionally to maintain parity between both applications. As the Advanced Billing product catalog synchronizes over to HubSpot’s Product Library, users are enabled to build HubSpot deals and associate product and component as HubSpot line items, thereby also enabling native HubSpot features like quotes, snippets, etc. The subscription creation is facilitated by the deal properties and line item associations. Streamlining your entire sales process to be managed via HubSpot with Advanced Billing automating all recurring billing and subscription related activities, making the best use of these systems.
Availability and Requirements
- Works with test and production HubSpot accounts
- Only available using Advanced Billing Relationship Invoicing
- Supports Multi-Site
- Supports Multi-Currency
- Available on HubSpot Starter, Professional, & Enterprise Plans
- Requires default “Sales Pipeline”, & “appointment scheduled/ closedWon” stages for certain workflows
We strongly recommend testing the integration in a HubSpot Test account prior to enabling it in production. The most common issues that arise from using the integration are connecting to the wrong HubSpot account or finding the filter activity to display the Advanced Billing Timeline Events. Additionally the automation of close winning a deal from a subscription activation is available for the default “Appointment Scheduled” to “Closed Won” stages in the default “Sales” pipeline. Any custom pipelines will be omitted from this sync to offer you maximum flexibility.
Integration Overview
Once the Advanced Billing product catalog has been created the integration will create Line items in the HubSpot Product Library. The Advanced Billing catalog is flattened in HubSpot as all products, components, and coupons become line items in HubSpot. For this reason, products and components are not automatically segmented based by the product family. Users with complex, multi-product-family catalogs are encouraged to set up product library folders in HubSpot to organize the line items for easy and accurate use.
Existing Advanced Billing Customers will automatically sync into HubSpot as Contact Records. Users have two options when syncing the customer data. The user can have the HubSpot information overwritten or maintained as-is in HubSpot when a matching email addressed is identified. Also note that If there are multiple customers in Advanced Billing with the same email address, only one is transferred (first in the order that comes back from Advanced Billing list customers for site endpoint.) This may change in the future.
Trial Period
You can signup for a HubSpot Test account on the Enterprise Plan for a 14-day trial. Once you have created the Test Account navigate to the top right corner of the HubSpot UI on your “Company Name” toggle the drop down and click on “Pricing & Features”. Ensure that you have selected the Sales Enterprise for a 14-day trial and begin testing.
In the event that your HubSpot trial test account expires, all Advanced Billing data will still available but the creation of subscriptions will be limited due to the HubSpot limitations of custom objects, products, and quotes. These features are not available on the Free plan. If you'd like to extend your trial, please contact HubSpot support to request an extension. The HubSpot team will process your request for a trial extension as quickly as time allows.
Synced Fields
The following fields from the Advanced Billing customer, product, and subscription objects will be synced to HubSpot as detailed in the following tables.
Advanced Billing Customer and HubSpot Contact
| Advanced Billing Customer Fields | HubSpot Contact Fields |
| First Name | First Name |
| Last Name | Last Name |
| Phone Number | Phone Number |
| Organization | Company Name |
| Shipping Address Line 1 | Street Address |
| Shipping City | City |
| Shipping State | State/Region |
| Shipping Zipcode | Postal Code |
| Shipping Country | Country/Region |
| Tax Exempt | Tax Exempt |
| VAT Number | VAT Number |
| CC emails | CC emails |
| Verified for ACH/eCheck Payments | Verified for ACH/eCheck Payments |
| Customer Reference | Advanced Billing Customer Reference |
| Customer ID | Advanced Billing Customer ID |
| Custom Field(Radio, Text, DropDown) | Custom Property |
HubSpot Deals to Advanced Billing Subscriptions
| HubSpot Deal Fields | Advanced Billing Subscription Field |
| Product Library Line Item | Product Price Point |
| Product Library Line Item | Component Price Point |
| Line Item | Setup Fee |
| Line Item | Tax Fee |
| Net Terms | Net Terms |
| First Billing Date | Next Billing Date |
| Collection Method | Payment Method |
| Send Invoice Emails | Send Invoice Emails |
| Currency | Currency |
| Advanced Billing Site | Site Subdomain |
| Advanced Billing Subscription Status | Subscription Status |
| Advanced Billing Product Name |
Product Name |
| Self-Service Page |
Self-service URL |
| Custom Property |
Custom Field(Text, Dropdown, Radio) |
Advanced Billing Product Catalog and HubSpot Product Library
| HubSpot Product Fields | Advanced Billing Product Fields |
| Product Library Line Item | Product Price Point |
| Product Library Line Item | Component Price Point |
| Product Library Line Item | Coupon |
| Line Item Quantity | Component Quantity |
| Line Item Billing Frequency | Product Interval |
HubSpot Custom CRM Cards
Build Deals using the Advanced Billing Product Catalog (Product Library)
Users can create a new HubSpot deal directly from the Contact record or from the Sales view to associate a deal with one or multiple contacts. Each deal must be associated with one billable contact for the subscription to be created in Advanced Billing after the deal is closed.
Note that Advanced Billing specific fields are enabled for selection and/or entry in the HubSpot user interface including:
- Tax Exempt: A yes/no setting. If left blank the default of ‘No’ is used
- CC Emails: Text field in which additional contact emails separated by commas can be entered
- VAT Number: An optional field to enter VAT number if applicable
- Any Advanced Billing Custom Fields associated to the Subscription Source Type: An optional setting if Custom Fields were created before the initial sync
Note that Advanced Billing specific fields are available for subscription creation and are also enabled in the HubSpot user interface including:
- Collection Method: The method to be used for collecting payment for the subscription: automatic (via credit card) or remittance (manually remitted payments)
- First Billing Date: Used to set a future first billing date. If left blank, the first billing date will be the date the subscription is created.
- Note: For the payment processing of automatic collection subscriptions, credit card payment information must be on file. Select a future first billing date for automatic subscriptions so your new subscribers have time to enter the required credit card information via the subscription’s self service page (see notes below on the self service page).
- Net Terms: Used to add a number of days past the renewal and therefore invoice issue date for when the invoice is due for payment.
- Send Invoice Emails: An optional setting to modify if the subscriber will receive invoice emails. If left blank, the setting will default to the Advanced Billing site setting
- Any Advanced Billing Custom Fields associated to the Subscription Source Type: An optional setting if Custom Fields were created before the initial sync
Once the basic deal is set up, users add line items to the deal based on the product and components in the Advanced Billing product catalog. In HubSpot, there are two ways to manage the workflow of adding line items to the deal.
The HubSpot deal creation user interface has a drop down from which you can select and add line items to the deal. This drop down can be searched for quick access to specific products, components, price points and coupons. Note that the list will contain all available product, component, price points and coupons.
For more complex product catalogs, users may choose to instead add the line items from the HubSpot Product Library user interface. Note, this enables the HubSpot feature of organizing the Products in the HubSpot Library into folders for easier navigation of large product catalog sets.
Editing the price on the line item on the deal in HS will NOT be reflected in the resulting subscription. It will use the prices from the selected catalog items as synced from Advanced Billing. This is due to the product/component and price point ids being used to map those entities across both systems.
The Billing Frequency of each line item is automatically populated based on how it is set up in the Advanced Billing product catalog. Note also, that ARR, TCV, values etc. are also automatically calculated based on the line item configuration. HubSpot defaults contract value to 12 months, but you can update that if applicable. More importantly all Advanced Billing components get synced as one-time line items that can be adjusted to provide flexibility to manage those contract values in the HubSpot UI as applicable per deal.
Because the Advanced Billing integration uses HubSpot native line item functionality, users can also seamlessly create Quotes based on the line items associated to a HubSpot deal. Many HubSpot operations rely on the associated line items records to build a contract or order, so we want to to continue enabling HubSpot users by providing similar functionality.
Once the line items have been selected, the sales rep will need to click Sync Deal with Chargify before generating a quote in HubSpot. The calculation for discounts, taxes, etc., will still be managed by Advanced Billing and synced over to HubSpot line items. Note, multiple pricing schemes are handled for components. In addition, the Deal Amount (Manual) property value automatically updates should you, for example, change the billing frequency of a line item.
HubSpot does not associate Quote based properties back to a deal record. The Advanced Billing + HubSpot integration will create associated line items on a deal record to represent coupons, setup fees, and taxes. This will occur as long as the subscription preview is synced with the deal record and the right properties are represented on both the Contact and deal records.
Once created, a hyperlink to the Quote can be distributed, downloaded as a pdf, or you can connect your email account to HubSpot for direct sending and logging of the activity in HubSpot. More importantly the user will be able to create a subscription record from the associated deal by navigating to the subscription preview view.
Support Access
Occasionally Advanced Billing will need to view your HubSpot account to troubleshoot an issue. You can easily grant us access by following the steps below:
- Navigate to My Settings to view your preferences in HubSpot.
- From the left column, select User & Teams > Create user.
- Enable Maxio Support by adding the email.
-
Select granular Object Access to the CRM, Sales and various options for optimal assistance.
For example:
Assign `jon.doe@Advanced Billing.com` CRM Object access to deals, contacts, and companies for view, owned only access. - Save and invite.
If you cannot perform the above steps, check if:
- A system Admin disabled the ability for non-admins to grant access.
- The user doesn’t have a license for that specific Hub.
- Only Admins with the “Super Admin” privilege can grant access.
- The Sales, Customer Service, or CSM Hubs have no access.
For more information on granting support access, refer to this HubSpot article.