Keep your client records up to date and easily accessible by syncing HubSpot with Business Center! This app will create and update both your clients and estimates in both HubSpot and Business Center in real time. This app also offers a bi-directional sync, so you can make changes in either software, and both will be updated.
Article Contents
Installation Guide
To get started, navigate to the App Market, then click on HubSpot Integration
Then, in the top right click on Get This App
Next, grant the necessary permissions so that Business Center and HubSpot can communicate with one another by checking the box and clicking on Submit
Next, a pop-up will appear allowing you to either create a new HubSpot account to use or login to your existing account with your HubSpot credentials. If you already have a HubSpot account, Click Here to skip the instructions for creating one.
Create A New HubSpot Account
To get started, enter your email address. Note that it does not necessarily need to be the same email address you use to log in to Thryv, but it will be used to log in to HubSpot in the future. Click on Verify Email, and a unique code will be sent to the email address you entered.
Enter the unique code to verify your email and click on Next
On the next screen, create a unique password. Again, this does not necessarily have to be the same password used for Thryv, but will be used to log in to HubSpot later.
Enter your first and last name as you would like it to appear in HubSpot, then click on Next
Next, there will be several questions about how you would like to use HubSpot and your experience level with CRM software. These questions will determine the type of guidance HubSpot will offer when setting up your account.
Continue with Installation
Next select which account you would like to connect, then click on Choose Account
Finally, click on Connect App to complete the installation.
To confirm the installation worked, look out for the green checkmark next to your account name
Setup Sync
HubSpot can sync both Contacts and Estimates (called quotes in HubSpot) and can sync both one way in either direction or bi-directional. Choose the sync you want to set up and click on either Setup and Run for a one-time sync or Setup and enable for a continuous sync
Note: a bi-directional sync will only include new or changed contacts going forward, it will not include current contacts. If your goal is to sync both current and future contacts or estimates, you will need to complete both a one-time and bi-directional sync.
Contacts Sync
To sync contacts between Business Center and HubSpot, click on the setup button for either a one-time sync in either direction, or a bi-directional sync. Once you do so, you will be presented with a confirmation screen. All you need to do is click on Save, and your sync will begin. No mapping required!
Estimate Sync
To sync estimates between Business Center and HubSpot, click on the setup button for a one-time sync in either direction or bi-directional ongoing sync.
If you are doing a Business Center>Hubspot sync, one additional step is required. You will select a template in HubSpot to use. Note that estimates are referred to as "Quotes" in HubSpot.
Note: Item descriptions listed within a Business Center estimate will only sync to a HubSpot quote if the template "Default Modern" or "Default Original" is selected. The "Default Basic" template does not support line item descriptions.
From here, all you need to do is click on Save, and your sync will begin. No mapping required!
Note about editing synced estimates: When a quote which was created in HubSpot is synced to Business Center, then the estimate is edited in Business Center, the update will sync back to HubSpot as a new quote, it will not update the old one. This is due to an API limitation with HubSpot
What to Expect From Sync
After running a one-time sync, a timestamp will display indicating the last time the sync was run. You can click on Setup and run again to run the sync again.
For a bi-directional ongoing sync, in addition to the timestamp, there is also a toggle, where you can turn the sync on or off at any time.
When a contact is synced from HubSpot, you will see HubSpot listed as the Source
The Business Center Estimate Label field within an Estimate is equivalent to the HubSpot Quote Deal field. In order to keep these in sync when choosing to sync Estimates/Quotes between the applications, you will need to ensure the Estimate Label field and Deal fields contain the same information.
Here is an example of the same Estimate/Quote appearing in Business Center and HubSpot. Note the highlighted fields that will sync between the two applications.
Uninstall
To uninstall the integration, navigate back to the app and click on Uninstall in the top right.
A confirmation will pop up. Click on Uninstall one more time to uninstall the integration and remove the connected HubSpot account.
FAQ
Will draft estimates in Business Center sync to HubSpot?
No, only estimates that are published are able to be synced.
Will taxes sync between Business Center and HubSpot?
No, because HubSpot does not have the ability to add taxes by line item, taxes are not able to be synced.
Which contact fields will sync? Are any fields required for sync?
The only required field is an email address. Refer to this table for which fields sync
Are estimate numbers the same between both systems?
Yes, but each software handles estimate numbers very differently.
In HubSpot quotes have a reference ID which is 17 digits with a dash, whereas Business Center will assign an Estimate number which is typically 5-6 digits, and dashes.
A reference number in HubSpot can not be edited, whereas an estimate number in Business Center can. Therefore, when a Business Center estimate syncs to HubSpot, it will be have a much shorter reference number, and when a quote in HubSpot syncs to Business Center, the dash will be removed, but otherwise the number will be the same.
Because Business Center always counts estimate numbers sequentially from the last estimate created, once you sync a quote from HubSpot, you will have 17 digit estimate numbers going forward.
Does the note to client sync between both softwares?
Yes! The note will be sent to your customer and appear in both systems
Does a bi-directional sync include current contacts?
No, a bi-directional sync will only include new or changed contacts going forward, it will not include current contacts. If your goal is to sync both current and future contacts or estimates, you will need to complete both a one-time and bi-directional sync.
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