Hubspot is used for marketing activities. The deals and prospects that are sales qualified move forward in the process and find their way into the sales tools. 

Entity Mappings between Zomentum and Hubspot:

How does the integration work?

• Authenticate your Hubspot account with Zomentum and provide permissions. (Steps below)

• Configure the settings to specify 

• which data gets pulled from Hubspot to Zomentum

• when does data get pushed to Hubspot from Zomentum

• setup defaults and field mappings for each entity

• After settings are configured, Zomentum will attempt a bulk import of data from Hubspot to Zomentum. This action only happens when you first connect Hubspot to Zomentum. When we import the data, the following actions happen:

• Creations: All the entities which do not exist in Zomentum CRM get created.

• Merges: All the entities which already exist in Zomentum CRM are merged. The blank fields in Zomentum entities are populated with values coming from Hubspot. However, we do not overwrite filled fields. 

• Ongoing sync - We continue to pull any updates from Hubspot using webhooks and push data to Hubspot, depending on the settings configured in the integration.

How to set up Hubspot integration with Zomentum?

I. Authentication

1. Navigate to Settings → Integrations 

2. Under the MARKETING & SALES → Hubspot → Connect 

3. Click on “Authorize Hubspot And Continue”

4. Enter your Hubspot Credentials & Save

5. Accept permissions

II. Settings and Field Mapping

Settings

Select what to pull and when-

• In this part, the company will be by default auto-selected as there should be at least one entity to be pulled from Hubspot. 

NOTE: The Advanced Filters follow an “AND” logic. That is, the entity should match all the filters selected in the Advanced Filters in order for it to be pulled into Zomentum.  

For example, in the screenshot below if the company lifecycle stage belongs to any of the four mentioned stages (Opportunity, Customer, Sales qualified lead, Evangelist) and if it has a deal attached, it will be pulled into Zomentum.

• You can select or deselect other entities such as Deals that should be pulled from Hubspot.

• You can set up the Advanced Filters for the entities based on your business requirement.

Select when to push-

• Here you can select whether to push the data to Hubspot or not. 

• You will see three options under push

• Don’t push: This will not push any data to Hubspot

• When Opportunities are created or stage is updated: This will push the data when an opportunity is created or if its stage is updated.

• When Opportunities are moved to a terminal stage: This will push the data when an opportunity is moved to the terminal stage (Won/Lost) stage. 

NOTE: You can also push the pdf of the quote as an attachment once you select the checkbox displayed.

Defaults when pulling from Hubspot-

• Here you can set the default values when the client/company and owner are not present while pulling an opportunity(deal) or a company.

NOTE: 

(i) Make sure to select the default values in the settings page as it is essential for the following reasons -

• An opportunity (deal) cannot be created in Zomentum without a client or an owner

• A contact cannot be created in Zomentum without a client associated with the contact

• A company cannot be created in Zomentum without an owner associated with the company

(ii) You can create a client called “Hubspot Default Client” in Zomentum and use this as the default value

Field Mapping

Sales Pipelines-

• Both Hubspot and Zomentum have multiple pipelines:

• For each pipeline that is present in Zomentum, you need to select the respective pipeline and its stage in Hubspot.

• You need to set the default settings even if you have mapped the sales pipeline and stages in the Hubspot integration. If a particular stage/pipeline is newly created in Hubspot or Zomentum post the integration, this stage or pipeline will not be mapped in “Field Mapping”. 

At this point, the default settings will be taken into consideration until you update the field mapping again. If you create new stages/pipelines in Husbpot or Zomentum, you have to sync those stages and pipelines too.

Opportunity, Client, and Contacts

• The mappings will already be done for the Opportunity, Client, and Contact for the default system fields.
  

• For the custom fields, if you would like to assign a field from Hubspot you can map them here.

Default system fields that will be mapped automatically: 

OPPORTUNITY

CLIENT

CONTACT

More on sync:

Integrating multiple CRMs together creates unique situations depending on the systems connected with Zomentum. However, a few risks need to be taken care of before connecting multiple CRMs.

• Connect marketing integration (Hubspot) after connecting PSA. If you are connected with Hubspot currently and want to connect your PSA, you may do that if your PSA does not have any data in it. However, if there is data present in the PSA and you connect it after connecting Hubspot, the data from PSA may overwrite your data and cause duplication in Zomentum and eventually in Hubspot. Contact support for assistance if you find yourself in this situation. 

• When you connect to Hubspot, Zomentum imports a lot of data from Hubspot to your Zomentum account. If a PSA is connected, depending on the push configuration in its settings, this incoming data will be pushed to the PSA. Since the PSA APIs have limits on calls, a lot of pushed data will result in an error in the audit logs. Make sure you are only importing the data from Hubspot that is needed, as it will get pushed to PSA as well. 

Best practices:

1. Connect to your PSA before connecting with Hubspot.

2. Choose the appropriate filters in Hubspot Integration settings to only pull the data which is needed in the sales software. Do not pull all the data from Hubspot to Zomentum.