Follow the steps in this article to use the Ordway Connector for HubSpot to sync deals to Ordway.
- Preconditions
- Ordway Connection
- HubSpot Settings in Ordway
- HubSpot Setup & Configuration
- Billing and Shipping Contacts
- Sync a Deal to Ordway
- Key Metrics
- Invoice Summary
Preconditions
- Client must have HubSpot Sales Hub.
- Workflow Automation must also be enabled within Ordway to send a webhook to Ordway on a closed-won deal.
- Review this HubSpot documentation regarding Workflows before proceeding.
Ordway Connection
To connect Ordway to HubSpot, navigate to Menu > Setup > Integrations.
1. Click Connect.
Once connected, the next time a user accesses the HubSpot integration, a Settings button is displayed.
2. When not already logged into your HubSpot account, an authentication modal displays. Populate your HubSpot email address and password.
3. When associated with more than one account, click the account Name to connect to Ordway.
4. The Ordway HubSpot Integration page displays once the Account is connected.
HubSpot Settings in Ordway
Object and Field Mappings
Upon initial integration, a set of mappings are present in Ordway by default, which includes tabs for HubSpot to Ordway, Ordway to HubSpot, and Settings.
To edit current mappings, click the appropriate item from the Actions icon.
Example:
Webhook Functionality
Webhooks can be enabled for each Object to automatically sync new and updated records from the Ordway to HubSpot tab. If the webhook is disabled, no changes to records in Ordway will be sent to HubSpot.
Settings
Auto-Activate Contracts from HubSpot
When workflow automation is enabled in HubSpot, a deal automatically syncs once it reaches the configured stage (e.g. Closed won).
Upon syncing HubSpot to Ordway, a Subscription Contract is created in Ordway in Draft status by default. Manually activate the Contract and update the status to Active.
When Automatically activate contracts in Ordway upon sync from HubSpot is enabled from the Settings tab, the Subscription Contract created in Ordway is set to Active status.
Contact Sync from HubSpot
Contacts associated with the Deal, Company, or both may be synced from HubSpot to Ordway. "Deal" is the default setting.
If either Deal or Company is selected, only contacts associated with that object will be imported to Ordway.
Example: Deal is selected
- A deal for Company "The Joy of Painting, Co." is created.
- Contact Bob Ross is added to the deal.
- Contact Jane Ross associated with "The Joy of Painting, Co." is not added to the Deal.
- When the Deal is synced to Ordway, only Bob Ross is created as a contact in Ordway.
If both Deal and Company are selected, contacts associated with both objects will be imported to Ordway. Same contacts associated with both objects will not be duplicated when contact records are created in Ordway.
Example: Both Deal and Company are selected
- A deal for Company "The Joy of Painting, Co." is created.
- Contact Bob Ross is added to the deal.
- Contact Jane Ross is associated with "The Joy of Painting, Co." but is not added to the Deal.
- When the Deal is synced to Ordway, contact records for Bob Ross and Jane Ross will be created in Ordway.
Connect or Disconnect from HubSpot
Use the HubSpot Connection section at the bottom of the HubSpot integration screen to manage the connection.
HubSpot Setup & Configuration
Custom Properties
Upon authentication, the Ordway Connector automatically creates a set of Custom Properties in HubSpot for Deal and Product objects. Read more about creating Custom Properties.
Deal Properties
Deal Properties within HubSpot must be configured to to be displayed in the HubSpot user interface. The fields can be found in the Ordway Properties group.
Ordway Properties:
The following fields must contain values in order to successfully sync a deal to Ordway.
| Property Name | Definition | Field Type | Options |
| Contract Effective Date | Contract binding date | Date Picker | |
| Service Start Date | Contract services start date | Date Picker | |
| Billing Start Date | The first day billing goes into effect for the Contract | Date Picker | |
| Contract Term |
Length of Contract Term |
Drop-down Select |
Evergreen 1 month 2 months up to 36 months |
| Sync Status | Status of the deal synced to Ordway | Drop-down Select |
Label: Syncing Internal Value: syncing Label: Not Synced Internal Value: not_synced Label: Current Internal Value: Current |
| Charge Type | One-time, recurring, and usage | Drop-down Select |
Label: One Time Internal Value: one_time Label: Recurring Internal Value: recurring Label: Usage Internal Value: usage based
|
Display Deal Properties
1. In HubSpot, navigate to Settings > Sales > Deal. Then click Manage.
2. Click Start from default properties.
3. Find and select the corresponding Deal Properties in the table provided above. Mark optional if needed.
4. Click Save.
Product Properties
Product Properties within HubSpot are automatically created and displayed in Ordway on the Create Product screen. The fields can be found by going to Settings > Properties and filtering by Product Properties and Ordway Properties group.
Ordway Properties:
Single-line Text field types.
- Ordway Charge ID
- Ordway Plan ID
- Ordway Product ID
Product Setup
Products in HubSpot should correspond to Products and Plans established in Ordway. Each Ordway Plan is comprised of one or more Products which are defined as Charges within the context of a Plan. In HubSpot, each Product should include the following:
- Ordway Product ID
- Ordway Plan ID
- Ordway Charge ID
- Ordway List Price - mapped in HubSpot to Unit Price
- Ordway Billing Period - mapped in HubSpot to Billing Frequency
Within Ordway, navigate to Menu > Products & Plans > Products to view all Products. Collect the value of each Product in the Product ID column.
Navigate to Menu > Products & Plans > Plans to view all Plans in Ordway. Collect the value of each Plan in the Plan ID column.
Click into each individual Plan to view the corresponding Charge ID.
The Charge ID modal displays. Collect the Charge ID value from the Basic Information section.
Return to HubSpot and copy and paste the Product, Plan, and Charge IDs in the corresponding property fields for each Product.
Billing and Shipping Contacts
To designate a contact as a billing or shipping contact, use the HubSpot property "Buying Role" under Contact Information. Upon authentication with the Ordway Connector app, the system will auto-create two values for this property - "Billing Contact" and "Shipping Contact."
Depending on the setting for Contact Sync from HubSpot, Ordway will designate the appropriate contact as the billing and/or shipping contact on the Subscription and Customer records in Ordway.
If Deal is selected on the Contact Sync Setting:
- Contacts associated with the Deal that have the billing/shipping contact designation will be the default billing/shipping contact on the Ordway Customer and Ordway Subscription.
If Company is selected on the Contact Sync Setting:
- Contacts associated with the Company that have the billing/shipping contact designation will be the default billing/shipping contact on the Ordway Customer and Ordway Subscription.
If Deal and Company are both selected on the Contact Sync Setting:
- Contacts associated with the Company that have the billing/shipping contact designation will be the default billing/shipping contact on the Ordway Customer.
- Contacts associated with the Deal that have the billing/shipping contact designation will be the default billing/shipping contact on the Ordway Subscription.
Note: Ordway only accepts one billing and one shipping contact per Ordway Subscription and Ordway Customer. Only designate one contact as billing and or shipping in HubSpot. If multiple contacts have the designation of billing and/or shipping contact, Ordway will set the last created contact as the billing/shipping contact.
Sync a Deal to Ordway
Specific fields are required to contain values before a deal can be successfully synced from HubSpot to Ordway.
Deal Properties:
- Contract Effective Date
- Service State Date
- Billing Start Date
- Contract Term
Each deal must also contain at least one Product. In addition, each Product must also contain:
- Ordway Product ID
- Ordway Plan ID
- Ordway Charge ID
Manual Sync
Within HubSpot, navigate to the Deal record.
From the Ordway Module click Sync to Ordway.
Syncing status displays as the action takes place. Click Check Status to update the status of the sync.
Manual Activate
When the Automatically activate contracts in Ordway upon sync from HubSpot toggle is disabled, the status of the Subscription Contract in Ordway displays as Draft.
fNavigate to the Ordway Module and click the Actions drop-down menu. Click Activate Contract.
View Contract in Ordway
Once a deal syncs to Ordway, the Subscription Contract can be viewed from the link in the Ordway Module. Click the browser link to view the Subscription Record page in Ordway.
Note: Ordway login required to view the data.
Create Workflows
Note: Be sure to be familiar with updated License requirements for creating HubSpot Workflows. Read more here.
The following workflows need to be created in HubSpot in order to properly sync & communicate with Ordway:
- Auto Sync Deal
- Notify when sync status updated
- Notify when required fields are incomplete
Auto Sync Deal
Syncing a Closed won deal from HubSpot to Ordway can be accomplished via an automated workflow.
Steps:
1. Navigate to Automation > Workflows.
2. Click Create Workflow.
3. From the Start from scratch tab click Deal-based as the starting point. Name the Workflow and click Next.
4. Click Set Enrollment triggers.
5. Click Set Enrollment triggers and Select filter type as Deal.
6. Next search for Deal Stage and select if from the Deal information section.
7. Select is any of for Trigger workflow when then click on the drop-down menu.
8. Next search for Closed won by typing the keyword in the drop-down and select it.
9. Click Apply filter and then Save.
When finished, your Workflow should look like this:
10. Next click on the plus(+) icon and choose Trigger Webhook as an action.
11. The following screen displays. Select method as POST and enter the webhook url which will be
“app.ordwaylabs.com/integrations/hubspot/subscriptions” or
“dev.ordwaylabs.com/integrations/hubspot/subscriptions” for testing
Note: for the Sandbox environment, enter sandbox.ordwaylabs.com/integrations/hubspot/subscriptions as the webhook URL.
12. Check the Use Request Signature box and enter 220042 as the App ID.
Note: for the Sandbox environment, enter 277400 as the App ID.
13. Save when finished.
Review & Turn On Workflow
After completing the above steps, the newly created Workflow must be reviewed and then enabled. Click the Review button.
Within the Enrollment section select No, only enroll deals which meet the trigger criteria after turning the workflow on. This means the existing deal will not sync automatically if it already has a status of Closed Won, so we will sync only newly created deal which will have the status of Closed won.
Click Turn on to enable the Workflow.
The final Workflow result should look as follows:
Notify when sync status updated
1. From the Start from scratch tab click Deal-based as the starting point. Name the Workflow Notify when sync status updated and click Next.
2. Click Set enrollment triggers.
3. Click Set Enrollment triggers. Select Deal as Filter Type and enter Sync Status to Trigger workflow when.
4. Select is any of as both Not Synced and Current for Trigger workflow when. Click Apply filter and then Save.
5. Next click the Re-enrollment tab.
6. Turn Re-enrollment ON and Save.
7. Next, click the plus(+) icon from the resulting Workflow.
8. Select if/then branch from the choose an action section.
9. Select Deal Filter type and name the branch as It was synced then search for Sync Status and select it.
10. After selecting sync status from Deal information, select is any of as Current and click Apply filter.
11. Scroll down and you will see Otherwise, go to, here under branch name enter It wasn’t synced. Save when finished.
The final Workflow result should look as follows which includes options for It was synced and It wasn't synced:
12. For It was synced click on plus(+) icon and choose Send in-app notification as the action.
13. Populate the In-App notification settings:
Send to User - select users to receive notifications when the deal is synced or failed to sync.
Send to Teams - select a team from the available drop-down menu to send to a group of users.
Send notification via - select In-app alert.
Subject - enter Sync to Ordway
Body - populate the body with text such as;The Deal has been successfully synced to Ordway.
Save when finished.
14. Repeat steps 12 and 13 above to create It wasn't synced in-app notifications and update the text accordingly.
The final Workflow tree should look as follows with actions and notifications for Synced and Not Synced:
After completing the above steps, the newly created Workflow must be reviewed and then enabled. Click the Review button.
Within the Enrollment section select No, only enroll deals which meet the trigger criteria after turning the workflow on. This means the existing deal will not sync automatically if it already has a status of Closed Won, so we will sync only newly created deal which will have the status of Closed won.
Click Turn on to enable the Workflow.
Notify when required fields are incomplete
Generate additional Workflows for each required date field to send an in-app notification when a Closed won deal includes any of the following dates in order to successfully sync to Ordway:
- Contract Effective Date
- Billing Start Date
- Service Start Date
- Contract Term
- Closed Date
The best course of action is to create the first Workflow and then use the Clone feature and change the required criteria.
Steps:
1. Click Create Workflow and select from scratch. Name the Workflow Contract Effective Date Missing. Select Deal-based as the starting point and click Blank workflow. Click Next.
2. Click Set up triggers then click When an event occurs.
3. Select Property value changed from event options.
4. In the Property name search menu, enter Is Closed Won then select is equal to and select True.
5. Select Yes, re-enroll every time the trigger occurs on the left hand side.
6. Save when finished.
7. Next, click the ( + ) icon to branch the Workflow.
8. Next click Branch from the Choose an action section.
9. Select Based on matching filter criteria.
10. Click in the Branch Name field then + Add Filter, and click on Deal Properties on the right side.
11. Select Deal Properties from the Filter criteria.
12. Type Contract Effective Date and select it from the results.
13. Select is unknown from the available drop-down menu.
14. Name the Branch Contract Effective missing and Save.
15. Click the ( + ) sign for the newly created Branch.
16. Click Send Communication and select Send in-app notification.
17. Populate the In-App notification settings:
Send to User - select users to receive notifications when a required field is missing.
Send to Teams - select a team from the available drop-down menu to send to a group of users.
Send notification via - select In-app alert.
Subject - enter Required field (Contract Effective Date) missing
Body - populate the body with text such as; The required Contract Effective Date field is missing.
Save when finished.
18. After completing the above steps, the newly created Workflow must be reviewed and then enabled. Click the Review button.
Click Turn on to enable the Workflow.
19. Once the first workflow is created to identify missing required fields, return to the Workflow list and Clone the Contract Effective Date Missing Workflow, rename it accordingly, and update the cloned Workflow criteria for the remaining required fields:
- Billing Start Date
- Service Start Date
- Contract Term
- Closed Date
Key Metrics
Company
If a Company is linked to a Customer in Ordway, a summary of key metrics is displayed on the Company object record in HubSpot. Metrics include Account Balance, Monthly Recurring Revenue (MRR), Annually Recurring Revenue (ARR), Last Invoiced Amount, and Upcoming Charges. A link is available to view the Customer detail page in Ordway.
These metrics can be refreshed by clicking on the "Refresh" button.
Deal
If a Deal has been synced to Ordway, a summary of key metrics of the subscription contract in Ordway is displayed on the Deal object record in HubSpot. Metrics include Monthly Recurring Revenue (MRR), Annually Recurring Revenue (ARR), Total Contract Value (TCV), and subscription Status.
These metrics can be refreshed by clicking on the "Refresh" button.
Invoice Summary
On every Deal is an Ordway Invoice Summary that displays up to the three most recent invoices that have been generated for the Deal in Ordway. Details include Invoice ID, Invoice Date, Due Date, Total Amount, Balance, and Invoice Status. A link is available to view each Invoice detail page in Ordway.
The invoice summary can be refreshed by clicking on the "Refresh" button.
Comments
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Easy to follow.
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