Map customer and sale properties between Cin7 Core and HubSpot

Map customer and sale properties between Cin7 Core and HubSpot

Map properties between the two platforms for smooth import and export of customers and sales.

Prerequisites

Map deal stages and sale statuses

Deals in HubSpot correspond to Sales in Cin7 Core, with deal stages corresponding to sale statuses. Map deal stages with sale statuses to import and export orders at the right moment. This is required for sales sync.

While you can have multiple deals pipelines in HubSpot, you can only import and map one to Cin7 Core sale orders. Pipelines can be created and edited from your HubSpot account.

Click Load pipelines from HubSpot to make sure Cin7 Core has the latest pipeline data from your Hubspot account. Next, select a pipeline to map from the HubSpot pipeline dropdown menu. The next stage looks different if you are importing or exporting sales data.
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Export to HubSpot

Sale orders where Cin7 Core status is mapped to a HubSpot deal stage are exported when they reach this stage. When a sale order in Cin7 Core changes its status to another status mapped to a HubSpot deal stage, the deal will be updated in HubSpot.

Several HubSpot deal stages can be associated with the same Cin7 Core sale status. When a sale is exported from Cin7 Core to HubSpot with a sale status associated to more than one HubSpot deal stage, the earliest HubSpot stage will be picked for the exported sale.

  

Import from HubSpot

The Create a sale when HubSpot deal reaches this stage dropdown is only visible when Update sales is set to Import from HubSpot. When a HubSpot deal reaches the stage specified in this dropdown, a Cin7 Core sale will be created with the status mapped in this section.

Cin7 Core loads deals from HubSpot only once when deal reaches the selected stage. Further changes to the deal in HubSpot are not exported to Cin7 Core.

Sale orders can only be created with status Estimating (Sale quote draft), Estimated (Sale quote authorized), Ordering (Sale order draft), or Ordered (Sale order authorized). This is because statuses further ahead in the sale process such as picking, packing, or shipping require information that is not provided in HubSpot. All sales are imported as simple sales.

  • If HubSpot deal stage is mapped to a Cin7 Core status further ahead in the sales process, it will be imported as a sale order with Ordered status.

  • If Ordered status is not mapped to any HubSpot deal stage, the imported sale order will get the status Estimated.

  • If the stage has not been mapped (Unmapped & ignored is selected for that stage), the sale will be created in Cin7 Core with status Estimated (Sale quote authorized).

With the settings shown in these screenshots, when a HubSpot deal reaches the Qualified to Buy stage, a sale will be created in Cin7 Core with status Estimated (Sale quote authorized).

 

If there is insufficient stock availability to create a sale quote or sale order in Cin7 Core, 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 will have to sync the sale manually.
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 seal reaches this stage dropdown after the next sync operation.

Link Hubspot and Cin7 Core customer fields

HubSpot allows the creation of custom properties 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.

Mapping Cin7 Core fields to properties are typically used for export, but will be valid for import if the Cin7 Core field can contain the HubSpot property value. Incorrect and empty values will not be imported.

User-defined properties for Companies in HubSpot can be linked to Customer fields in Cin7 Core. Default HubSpot properties must not be changed from Cin7 Core and thus cannot be linked.

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:

    • 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. Map the customer field in Cin7 Core to one of the available HubSpot fields. You may need to make the field visible if it is not a default field.

    • Properties are initially filtered in to a shortlist based on the Cin7 Core field name. For example,field name: Sale account, shortlist will show HubSpot properties containing the words Sale or Account.

    • Click Show all properties to see full list of user-defined Company properties.
           

  4. Clicking Add property link will open a modal window where you can set a name for a new property and select if it applies to a company or deal.

    • HubSpot allows properties to have different types (e.g. number, date, boolean), but properties created from Cin7 Core will only be type string (single-line text).

    • Properties created from Cin7 Core will be stored in HubSpot properties Cin7 Core Information group.

    • HubSpot property name will be created automatically removing all separators and changing the text to lower case. (e.g. My (GREAT) property 1! will be converted to my_great_property_1)
           

  5. Save your changes when you have finished adding fields to export.

Link HubSpot and Cin7 Core sales order fields

Sales fields can be exported from Cin7 Core as properties in HubSpot or vice versa. 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.

Mapping Cin7 Core fields to properties are typically used for export, but will be valid for import if the Cin7 Core field can contain the HubSpot property value. Incorrect and empty values are ignored on Import operations without any log messages

User-defined properties for Deals in HubSpot can be linked to Sale Order fields in Cin7 Core (Default HubSpot properties must not be changed from Cin7 Core and thus cannot be linked).

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 Cin7 Core Sale field dropdown:

    • Order Total

    • Order Status

    • Invoice Total

    • Invoice Paid

    • Invoice Status

    • Invoice Authorization Date

    • Shipment Status

  3. Map the customer field in Cin7 Core to one of the available HubSpot fields. You may need to make the field visible if it is not a default field.

    • Properties are initially filtered in to a shortlist based on the Cin7 Core field name (Cin7 Core field name: Invoice Authorization Date, shortlist will show HubSpot user-defined Company properties containing the words Invoice, Authorization, or Date.

    • Click Show all properties to see full list of user-defined Deal properties.

  4. Clicking Add property link will open a modal window where you can set a name for a new property, select the Entity (Company or Deal) the property applies to.

    • HubSpot allows properties to have different types (e.g. number, date, boolean), but properties created from Cin7 Core will only be type string (single-line text).

    • Properties created from Cin7 Core will be stored in HubSpot properties Cin7 Core Information group.

    • HubSpot property name will be created automatically removing all separators and changing the text to lower case. (e.g. My (GREAT) property 1! will be converted to my_great_property_1)

  5. Save your changes when you have finished adding fields to export.

Make fields visible in HubSpot

You may need to make the field visible if it is not a default field.

Deals

  1. Go to Sales → Deals and choose Edit pipelines from the pipeline drop-down list.

  2. Then, on the Settings page for Deals click on Go to properties.

  3. Search for the field in the list of deal properties to view in About this deal section:

  4. In the Section editor, mark the selected field as visible.

You may need to make the field visible for a HubSpot customer if it is not a default field. Follow these steps in HubSpot:

Customers

  1. On the Settings page for Customers click on Go to properties.

  2. Search for the field in the list of deal properties to view in About this customer section:

  3. In the Section editor, mark the selected field as visible.

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