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NS > HS Sales Order Sync

Goal: Explain the Functionality and Process of the NS and HS Integration for Sales Orders, outlining how data is synchronized from one system to the other

Key Topics

Introduction to NS and HS Sales Order Integration

Purpose of Integration

The Intention of this integration is to provide our Sales Team as well as other departments with all the necessary & accurate data in HubSpot to be successful. We had a visibility gap of the portal orders that were coming in, those Sales Orders will now be available..
Some other aspects that were missing in HubSpot that will be located on the Sales Order, include: 

Tax

Shipping & Tracking Information

Any Payment Notes (Last 4 of Card)

Accurate Total Price

Why will this help me?

Organize Orders: Easily see what products or services the customer has bought, when they bought them, and any details about their order.

Data Accuracy: Having accurate Sales Dollars will help get our CRM to a place we need to be successful

Track progress: Keep tabs on each stage of the sales process from order creation to delivery, so you know what the status is.
Ensure smooth communication: With all the order details in one place, it’s easy for everyone on the team to stay updated and avoid any miscommunication with the customer.
Organization: By having all the information available in HubSpot, Sales Reps can find what they're looking for within one system, eliminating the future need for NetSuite access and several external sheets.

Overall, Sales Orders in HubSpot will help streamline the sales process, keep everyone on the same page, and make it easier to provide great service to your customers.

Integration Flow & Data Exchange

Integration App

Hubspot Certified NetSuite Integration app

The app is a tool that seamlessly connects NetSuite with HubSpot. This integration allows us to sync sales order data from NetSuite to HubSpot. By doing so, it helps us maintain a unified view of customer interactions, streamline operations, and improve decision-making. The integration ensures that both sales and other departments have access to accurate, up-to-date data, improving efficiency and collaboration across departments.

 

Please note: This is a separate from our custom Celigo Integration that syncs Customer, Contact, Deal, Product Information

Field Mappings

These are the Fields Mapped from NetSuite to HubSpot

  1. Order Name
  2. Total Price
  3. Line Items
  4. Subtotal Price
  5. Tax Price
  6. Discount 
  7. Shipping Cost
  8. Currency Code
  9. Memo = Notes
  10. Record ID = Order ID 
  11. Created Date
  12. Modified Date
  13. Shipping Tracking Number
  14. PO # 
  15. Deal Name
  16. Source Store
  17. Sales Effective Date
  18. HubSpot Deal URL
  19. Partner
  20. Buying Group at Date of Transaction
  21. Ship to Address
  22. Associated Companies
  23. Sales Rep = Owner

Pipeline Stages

  1. Pending Approval
  2. Pending Fulfullment
  3. Fulfilled
  4. Billed
  5. Cancelled

Data Syncing Details

How and When Data is Synced

  • After the Initial Sync:
    • When you turn on a new sync, updates are automatically sent to HubSpot that match the criteria we've defined
  • During Continual Sync:
    • The integration will check for updates continually
    • They will update in real time, however can sometimes take up to 24 hours
  • Sync Criteria
    • We are importing Sales Orders when their Primary Associated Customers has a known HubSpotCustomerID
  • Tested Sync Timing Estimate
    • HubSpot states it updates in real time however can take up to 24 hours
      • We tested this functionality in the middle of business hours
      • An SO was created in HubSpot at 11:24AM
      • The SO was first saved at 11:28
        • This is the "Created Date" in HubSpot on the SO
      • The SO synced into HubSpot at 2:15PM
    • It took about 3 hours for the order to appear into HubSpot

Data Validation

Ensuring data consistency and accuracy

This Sync will be Monitored Regulary, ensuring nothing has broken, and there have been no failures with the sync. 

Additionally Reports will be audited to ensure accuracy in Sales Dollars

Integration Limitations

Order Object Limitations

  1. We are unable to automatically set Deal and Contact Associations
    1. Currently only Company to Order Associations are possible automatically
    2. Orders can be manually Associated to Deals/Contacts
      1. We added a Deal URL Field so if there is a value, it's easily to get to the other record
  2. No Orders in the Navigation Bar
    1. There are other ways to view orders, however, this is a limitation
    2. Check out the KB here on where to View Orders
  3. We do not have RMA's in HubSpot
    1. This is a potential second phase improvement

Please Note:

The Order Object in HubSpot is a fairly new release, as of September. This is a starting point for our Sales Orders, as more features and improvements are released, we can continue to improve our processes.