Hubspot connector

Overview

The Younium HubSpot connector s an out of the box integration that requires both a Younium subscription and a HubSpot subscription.

Once the connector is configured it have the following functionality:

1. Synch HubSpot accounts from HubSpot to Younium

2. Send a closed deal from HubSpot to Younium with the click of a button. You can use flat product structures and quantity product structures.

3. Younium Quotes in HubSpot, from the deal object in HubSpot there will be Quotes card where all company data will be imported to Younium and a Quote draft will be created.

4. Younium Insights in HubSpot, under Company in HubSpot an Insights card will be created where you can see the the Younium account info, the Younium orders, and invoices sent to the company.

5. Younium Orders in HubSpot, all subscriptions in Younium are continuously synched to custom objects in HubSpot. Can be used for triggers, workflows and reporting. (Required HubSpot license that covers creation of custom objects.)

Normally you would choose to work with deals and line items in HubSpot and send these over as ready to bill Subscriptions in Younium, or use Younium Quote and have HubSpot deals linked to these quotes. In the latter case you would not use products and line items in HubSpot but you will gain access to more advanced pricing features (such as tiered pricing) that does not exist in HubSpot line items.

The Younium - Hubspot integration is licensed as an add-on to your Younium subscription.

HubSpot Company to Younium Accounts

For any integration process it is important that the Accounts in Younium and in synch with the corresponding HubSpot companies.

Creating Younium Orders from Closed HubSpot Deals

New Orders

New Orders are sent from HubSpot using the "Younium Order" widget on deals. Before an Order can be created the following data is required:

Deal must have a Younium Legal Entity
Deal must have Younium Order Effective start date
Deal must have Initial term and Renewal term set
Line items must have a product mapping, this means that the HubSpot Id of the products must exist on a charge in Younium

When all the information above is set on the deal, the deal can be transferred to Younium and it will create a new Order draft with header information and line items.

Change Orders

Upsells and other changes to existing subscriptions are doing using Change order deals in HubSpot. A a change order deal is a regular Hubspot deal with the difference that the property "Younium change type" on the deal has value "Change order". This indicates that when the deal is synched over to Younium it will apply as a change order instead of creating a new subscription. The other properties that are important and required for change order deals are "Younium Order effective change date" and "Younium order number". More info on creating change order deal is available here.

Working with Younium Quotes on HubSpot Deals

HubSpot deals can be connected to Quotes in Younium, this is facilitated with the Younium Quote widget that is available on Deals in HubSpot.

Quote for a new subscription

To create a quote for a new subscription you click the "Create new Quote" button directly on the widget. This will log you in to Younium and direct you to the create quote page. If the company related to the deal in HubSpot is not already an account in Younium it will be automatically created with account type Prospect. The quote is now linked to the HubSpot deal and visible in the deal widget.

The quote can also update the deal amount in HubSpot, what value to use is configurable in the HubSpot integration settings in Younium.

Quote for subscription changes

To create a quote on an existing customer where the deal should in the end perform and order change in Younium, the quote must be related to the original subscription. To do this, click the button "Create Younium Quote" and you will be presented with a live view of the current subscriptions the customer has in Younium. Select the one to use and click "Create change order quote". This will redirect you to Younium and initiate a change order quote. More information about change order quotes in Younium is available here.

Younium Insights in HubSpot

The integration provides visibility into Younium data in two different ways. First, a widget that is available on companies called "Younium Account" that provides live data from Younium including KPI's, Order and Order charge information as well as invoice and invoice status data.

Company widget

The Younium account widget on companies in HubSpot fetches data for the company live from Younium.

Younium account widget:

Clicking "Orders and invoices" shows a list of the invoices, orders and order charges from the company:

Younium Orders in HubSpot

To enable visibility and provide data for reporting and workflows in HubSpot the Younium Orders can be synched over to HubSpot. The orders are stored in custom objects, more information is available here.

Getting started

To connect the integration between HubSpot and Younium, you need to be a admin user in both systems. The setup is done once and does not need to be repeated by each user.

Sandbox

We typically recommend new users to test the connector via Younium and Hubspot Sandbox environments. The Younium - Hubspot connector is avaible in Youniums Sandbox aswell as in production. The way to set them up is the same. For access to a Younium Sandbox conntact your Younium representative, for Hubspot,read more on Hubspot.com

Connect the Younium App with HubSpot

If you have a previous version of the Hubspot connector you need to re-synch the Properties under Settings--> Enabled integrations--> Hubspot--> Press the Export Younum properties button.

If this is the first time you are setting up the integration follow the steps below:

In Younium go to “Settings”—> “Enabled integrations”—> HubSpot —> “Get Started”—> “Connect”.
You get prompted to log in to your HubSpot account, If you have access to multiple environments with the same email you can select the specific one you want to connect.
Then export the Younium properties to HubSpot and the fields that the integration needs will be created in HubSpot. Press the "Synchronize Younium properties to HubSpot” option.

Now the first steps of connecting Younium and HubSpot are done. The following steps will guide you to:

Export the HubSpot Product ID and paste that ID on the Product properties in Younium.
Enable and show all fields that Younium uses in HubSpot Company & Deal view.

Upon connecting Younium and HubSpot , the Younium app will have created fields that need input data (you can see these fields under field mapping) That data will then be synched from HubSpot into Younium.

Account (company) mapping

If you have accounts in Younium that should be connected to existing HubSpot companies these must be mapped before running any integration synchronizations since that will otherwise create duplicates. The mapping is done by the following actions:

Add HubSpot company id (seen as "Record ID" in HubSpot) on the accounts in Younium (Field Company Id on Accounts)
This is best done by importing a CSV document with this HubSpot company ID to Younium (Accounts > "three dot menu" > Import accounts https://app.younium.com/accounts/import )
Add Younium Account Id to HubSpot companies (Field Younium Account Id on Companies)
The best way to do this is to update companies in HubSpot using Excel/CSV document.

After initial mapping of the existing accounts, new accounts and updates will be done automatically with the accounts synchronization that can be scheduled as a recurring job in Younium.

Product mapping

The Hubspot - Younium connector works with two different price models:

Flat price model, example: one price per product and price period
Quantity price model, the total price is given by the quantity of the product and price period (a flat product structure is the same as Quantity product structure where the quantity is set to 1).

Pls note that Quantity from Hubspot will only be synched over to Younium if the product in Younium is a Quantity product.

It is possible to have either simple product type or multiple charge plans. Product type with multiple charges is not supported in the HubSpot integration.

Setting up the products - How to find Hubspot Record ID

First step is to either create a new product that you want to use in HubSpot or select an existing product in HubSpot and get that Product ID and paste to the matching Younium Product.

Open the HubSpot Settings tab via the cog wheel—> Data management—> Products—> Select the products you want to synch—> press Export to XLSX.
Open the XLSX sheet—> copy the Record ID
Open Younium—> Settings—> Integrations—> Settings—> Edit—> enable “Show External CRM ID”
Open Younium—> Product—> Select the product you want to match against—> Edit properties and paste the HubSpot Record ID to the “External CRM ID” field—> press save

The reason why we use the HubSpot Record ID as the identifier to connect the products is that ID then becomes a one-to-many connection between several Younium Legal Entities. Meaning you can use the same HubSpot product but select which Legal Entity it should match against.

Set up the same HubSpot product in more than one Legal Entity in Younium

If you have several Legal Entities and are selling the same HubSpot product in more than one of them, follow the steps above in your first Legal Entity, and in the next Legal Entity use the same External CRM ID in your products.

Connect additional Legal Entities to HubSpot

If you have several Younium legal entities you can connect them to your HubSpot environment and use the “Younium Legal entity” setting on Company and Deal to select which Legal entity to push your products to. But before you can do that you need to enable the Legal entities in HubSpot :

Open HubSpot settings—> Data management—> Company properties—> Search and open Younium Legal entity—> Edit property and add an Option—> Label—> set your Legal entity name—> Internal value, Copy the IDs that are set by the initial synch of properties from Younium, paste that in a note pad
You will see a value that looks like this:

de4a2362-9bd3-4e05-5033-08da3d6069dc,eff9ccc4-2aee-4688-a8c5-08da3d6069d6

That’s the Legal Entity ID & Tenant ID from Younium. To be able to redirect the sync from the first Legal Entity you need to exchange the Legal Entity ID and keep the Tenant ID.

To get the new Legal entity ID—> Open Younium—> Reports—> New report —> Choose base data set—> select legal entity—> Select fields: ID + name, mark and copy the legal entity ID that you want to use.
Go to your note pad and exchange the former legal entity ID with the new one, it will then look like this:

403ccbed-1774-49ab-742d-08da9628e556,eff9ccc4-2aee-4688-a8c5-08da3d6069d6

You will keep the Tenant ID but have the new legal entity ID in place. Now open HubSpot again and ad that ID to the field “Internal value” in the Legal entity property setting.

This step has to be repeated for the Deal:

HubSpot —> Settings—> Data management—> Deal properties—> Younium legal entity—> Edit property—> Add an option—> paste the Legal entity ID, Tenant ID from the steps above.

Once the above steps have been done, you can select which legal entity in Younium you want to create your order from HubSpot in via the drop down menu.

Legal entity properties in HubSpot

To get the synch to work a Younium legal entity must be set on each company in HubSpot. Open any company and take the following steps:

Press the “View all properties button” in the bottom of the “About this company” card
In the search field “All properties” search for “Younium legal entity” and add it to your view.

Deal properties in HubSpot

Certain deal data is needed by Younium to be able to create a Younium order. When setting up the connection between the two apps please make the following fields visible.

Press the settings cog wheel in HubSpot —>Settings—> Data Management—> Deals—> Record Customization—> Choose properties for default sidebar—> Edit.
Now search for the following fields and add the to the view.
1. Younium legal entity
2. Younium order initial term
3. Younium renewal term
4. Younium Auto renewal
5. Younium order effective start date
6. Close date (Standard Hubspot field)
Press “Save” when done.

Now you’re ready to create your first order in Younium via HubSpot!

Field mapping

Standard HubSpot Company → Younium Account Mapping

Younium = Hubspot:

hubspotCompanyId = "companyId"

name = "name"

domain = "domain"

Address Fields:

street = "address"

street2 = "address2"

zip = "zip"

state = "state"

country = "country"

city = "city"

description = "description"

Custom Younium Fields in Hubspot:

orgNr = "younium_org_nr"

taxRegNr = "younium_tax_reg_nr"

invoiceEmail = "younium_invoice_email"

Standard HubSpot Deal → Younium Order Mapping

Younium Custom fields

Account = associatedCompanyId

Order = associatedObjectId

Hubspot deal (Hubspot → Younium)

Order.IsAutoRenewed = younium_auto_renewal

Order.RenewalTerm = younium_renewal_term

Order.Term = younium_initial_term

Order.Description = dealname

Order.OrderDate = closedate

Order.EffectiveStartDate = younium_order_effective_start_date

Hubspot deal line item

Order currency = hs_line_item_currency_code (must be the same of all line items)

charge.EffectiveStartDate = hs_recurring_billing_start_date

charge.BillingPeriod = properties.recurringbillingfrequency

charge.PricePeriod = properties.recurringbillingfrequency

If discount exist

orderChargeDetails.ListPrice.Amount = item.properties.hs_pre_discount_amount

orderChargeDetails.Price.Amount = item.properties.amount

If not

orderChargeDetails.Price.Amount = item.properties.amount

Its also possible to synch custom fields from Younium to Hubspot*

Hubspot Product

RecordID (hidden value in Hubspot fetched by exporting products to xls)—> External CRM ID

Quote Fields Younium from HubSpot Deal:

When creating a quote in Younium from a deal in HubSpot, the account will be created as a customer type 'prospect' if the account does not already exist in Younium. If the quote is converted to order, the account will be updated to customer type 'Customer' if not already that type.

Younium = HubSpot

Delivery Address Fields:

street = "younium_delivery_street1"

street2 = "younium_delivery_street2"

zip = "younium_delivery_zip"

state = "younium_delivery_state"

country = "younium_delivery_country"

county = "younium_delivery_county"

city = "younium_delivery_city"

Legal entity in Younium = "younium_legal_entity" (for creating the quote from the HubSpot deal in the correct Younium legal entity)

When pressing "Update HubSpot Deal" in Younium, the deal in HubSpot is updated with the TCV (Total Contract Value) on the quote.

Custom mapping of fields

You can set up mapping of custom fields from HubSpot Company to Younium Account and HubSpot Deal to Younium Quote.

If you want to map custom fields, you have to set up the synchronization in three steps:

Create the field in HubSpot (if not already created/existing as a standard field)
Create the field in Younium (if not already created)
Specify the field to be synchronized in the HubSpot integration settings in Younium

When creating the field in HubSpot, make sure you create a field with a type that is supported in Younium:

Younium = HubSpot

Text = Single-line text

Number = Number

Checkbox = Single checkbox

Date = Date picker

List = Dropdown select

Remember the Internal name of the field in Hubspot as it's needed to map the field to Younium.

Create the field with the same field type as the field in HubSpot, and enter the internal name from the HubSpot to the key of the field in Younium.

If you create a list field, make sure that the values of the list items in your list in Younium are the same as the Internal Value of the values in the dropdown select in HubSpot. The mapping is "Internal Value" in HubSpot to "Value" in Younium for list items.

Enter the key/internal name into the field in HubSpot settings, found in Settings->Integrations->HubSpot->Map HubSpot Custom Fields

Example of a custom field with the type list mapped HubSpot-Younium:

HubSpot:

Younium:

Custom field list found in Settings -> General -> Custom field lists

Hubspot Integration Custom field lists.png

Custom fields found in Settings -> General -> Custom fields

Hubspot Integration Custom Fields.png

Hubspot integration mappings found in Settings -> Integration -> Hubspot

Hubspot Integration Custom Mappings.png

Example: Mapping of Payment term from Hubspot to Younium

To map Payment term from Hubspot company to Younium Account perform the following two tasks:

1. Add custom property of type list in Hubspot for the payment term options

The "Internal value" should match the "Name" field for the payment terms in Younium. You find the list of payment terms in Younium at Settings > Accounts receivable > Payment terms:

2. Add the custom mapping in Younium

Map the payment term property in Hubspot to the payment term name field in Younium:

Go to Settings > Integrations > Hubspot. Click "Add" under "Company/Account custom mappings":

After clicking "Save" the payment term will be part of the company synching between Hubspot and Younium.