Table of Contents 

• Get Started in HubSpot
  • Add fields to deals or Quote Forms
  • Add fields on Plan Picker
  • Records View Customization
  • Ordway Settings for Sync Jobs Coming soon
• Connect your HubSpot Instance to Ordway
  • HubSpot Mappings & Enabling Webhooks
  • Create Plans for Products and Plans and Sync them to HubSpot
  • Create a Company (Customer) on HubSpot
  • Create a Deal
  • Add Line Items to a Deal
  • Sync Subscription to Ordway and Update Details
  • Edit Line Items on a Synced Deal
  • Create a Change Deal / Change Contract
  • Create a Renewal Deal
  • Create a Quote 

Get Started in HubSpot

Install HubSpot Package

In your HubSpot instance, navigate to HubSpot’s marketplace and install the Ordway Connector app to your instance.

App cards in HubSpot

App cards allow you to tailor the HubSpot experience to your specific needs by embedding relevant data and functionality from other tools. They facilitate seamless integration between HubSpot and other applications, allowing you to view and act on data from those applications within HubSpot without switching between platforms. 

HubSpot Settings 

Example HubSpot Instance Connection to a Specific Ordway Company:

 Example Parent /Child Entity Configurations (Applicable to Multi Entity Setup in Ordway):

1. Entity ID should have the exact entity ID used in HubSpot
2. Name Must match Ordway Name
3. Mark the entity that is parent in a Parent/Child Multi-entity Setup
4. Define Entity Rules (optional) 

Here’s a quick walkthrough video on Establishing HubSpot Connection

HubSpot to Ordway Data Sync

These fields define whether or not the data should be synced between:

• HubSpot Company and Ordway Customer.
• HubSpot Contact and Ordway Contact
• HubSpot Product and Ordway Product
• HubSpot Product and Ordway Plan Charge
• HubSpot Deal and Ordway Contract
• HubSpot Deal and Ordway Order

By Default, these should be marked Yes for a smooth sync process.

Ordway to HubSpot Sync 

These fields define whether or not the data should be synced between:

• Ordway to HubSpot Company
• Ordway to HubSpot Contact
• Ordway to HubSpot Product
• Ordway to HubSpot Deal
• Ordway Order to HubSpot Deal
• Ordway Quote to HubSpot Deal 

By Default, these should be marked Yes for a smooth sync process.

Sales Process Settings

Add fields to Deals or Quote forms

Complete the following steps to add fields to Deals or Quote forms. 

Steps: 

1. Access Ordway Settings and navigate to Automation and Sales Process Settings. When a new Deal, Quote, or Order is created the object comes with default fields. Follow these steps to add new fields based on customizations. 
   
2. Navigate to Automation & Sales Process within Ordway Settings.
   
3. Click on Sales Process Settings. 
   
4. Form fields for Deals, Quotes and Orders are displayed. 
   
5. Click Relating to Ordway Contracts.
   
6. Add the desired field(s).
   
7. Example: 
   
8. Customer ID example, select Customer ID from the drop-down and click Save. 
   
9. Once the field is saved, navigate to Create Deal or Update Deal and the newly added field appears on the form.
   
10. Example: Customer ID added to the form. 
    

Here’s a quick walkthrough video on Adding additional fields to deal form

Add fields on Plan Picker

Here’s a quick walkthrough video on Adding Fields to Plan Picker and Record View Customization

Records View Customization

Record View Customization helps you customize fields added to the Plan Picker as they are created.

Steps: Using the example of a Quote. 

1. Click Quote.
2. Add fields of choice. Add the fields to both Preview and Detailed Mode.
3. Click Save Views when finished. 

Ordway Settings for Sync Jobs Coming soon

Connect your HubSpot Instance to Ordway

A prerequisite to establish connection to upgraded version is HubSpot (V2) is to download the Ordway Connector app from HubSpot Market Place. 

Follow the steps below to establish connection to V2 HubSpot.

Steps: 

1. Within Ordway, navigate to Menu > Setup > Integrations.
2. Click Connect next to the HubSpot listing.
   
3. Click the checkbox to select an account. 
   
4. Click Choose Account. 
   
5. Click Connect app.
    

HubSpot Mappings & Enabling Webhooks

As you connect to the V2 version of the HubSpot, we have enabled some of the mapping by default. Enhance mapping based on your requirements and used cases. 

Note: Creating custom HubSpot workflows that call the Ordway API requires the HubSpot Sales Hub Enterprise edition. This edition provides the custom code workflow actions needed to invoke external APIs.

Ensure Webhooks are enabled for your company automatic synchronization.

Create Plans for Products and Plans and Sync them to HubSpot 

With the upgraded version, you no longer need to create products in HubSpot and associate them with plans or charges. 

You can create a new product in Ordway. Follow this link to know more. 

Or update an existing product just by clicking on edit action of the production. 

This triggers a sync action of products (via webhooks) into HubSpot and will create a HubSpot id on your product. Read more about Webhooks.

Here’s a quick walkthrough video on Adding Products and Plans to HubSpot

Create a Company (Customer) on HubSpot 

Steps: 

1. In HubSpot, navigate to Companies. 
   
2. Click Create Company. 
   
3. Enter Company Domain Name and Company Name.
4. Click Create. 
   

Here’s a quick walkthrough video on creating company 

Create a Deal 

Required fields to create a Deal:

• Ordway Sale Type
• Deal Name
• Pipeline
• Deal Stage
• Currency
• Ordway Contract Effective Date
• Ordway Service Start Date
• Ordway Billing Start Date
• Ordway Contract Term
• Manage Line Items

Complete the following steps to create a Deal. 

Steps: 

1. Click Companies.
2. Click Company Name. Click Create Deal under Sales Actions. 
   
3. Pick Select Ordway Sale Type from the drop-down menu. 
   
4. Select New Contract from the drop-down menu.
   
5. Click the Deal Name field and enter a Deal name. 
   
6. Select Qualified to Buy from the Deal Stage drop-down menu. 
   
7. Click Next. 
   
8. Enter the Contract Effective Date. 
   
9. Enter the Service Start Date. 
   
10. Enter the Billing Start Date. 
    
11. Select the Contract Term from the drop-down menu. 
    
12. Select 3 months from the drop-down menu. 
    
13. Select a Payment Term from the drop-down menu.
    
14. Select Due on Receipt from the drop-down menu. 
    
15. Populate the Ordway Notes field. 
    
16. Select a value for Ordway Generate Separate Invoice from the drop-down menu. 
    
17. Click Submit when finished.
    
18. The new Deal is created. Click on the created deal number or navigate to the Deals view. 

Here’s a quick walkthrough video on creating and syncing Deals in Ordway 

Add Line Items to a Deal

Complete the following steps to add line items to a Deal. 

Steps: 

1. Within Deals, click Manage Line Items.
   
2. Click the checkbox for the line item to edit. 
   
3. Edit the line item as needed. Click Continue when finished. 
   
4. Click Save when finished.
5. Click the X in the upper right corner to close the window. 

Here’s a quick walkthrough video on Adding line item to deal

Sync Subscription to Ordway and Update Details

 Steps:

1. Click Appointment Scheduled. 
   
2. Select Closed Won. 
   
3. Automatic Sync is initiated with a success message. 
   
4. If the contract fails to sync, click Sync to Ordway.
   
5. Click Confirm.
6. Message displays; ‘Sync to Ordway successful.’ A webhook is triggered to sync the contract info Ordway. 
   
7. To fully view the contract, click the double arrow to close the right side panel. 
   
8. Click the corresponding ID link to view the contract. 
   
9. Click the View Subscription link. 
   
10. The system navigates to the draft contract view in Ordway. 
    
11. Review the Summary, Plans and Charges created.
    

Here’s a quick walkthrough video on Syncing a deal to Ordway

Edit Line Items on a Synced Deal

Steps:

1. Navigate to Deals in HubSpot. 
   
2. Click Actions. 
   
3. Click Edit Line Items.
   
4. Click All Plans.
5. Add or edit lines as needed and click Continue.
6. Click Save when finished.
7. Click the X in the upper right corner to close the window.
8. Access the contract to view the changes made. 
   
9. Click the view subscription link. 
   
10. Updates can also be viewed in Ordway. 
    

Note: 

When an Adhoc Line item is added from Ordway, note that the Charge ID WILL be missing on the Plan Picker. It is advised not to use Add Charge and instead use Select Plan while changing Line items (Subscription Charges).

Create a Change Deal / Change Contract

Complete the following steps to create a Change Deal or Change Contract. Alternatively, create a Change Deal from the Subscription record.

Steps: 

1. Navigate to Companies.
   
2. Select the customer to create the associated Change Deal, Change Subscription or Contract Change. 
   
3. Click Create Deal.
4. Select Ordway Sales Type from the drop-down menu. 
   
5. Select Upsell/Cross Sell.
6. Select the Contract to change. Update one or more fields and click Next. Update the additional fields as needed. Click Submit when finished.
7. Click View recently created Deal. Click Manage Line Items. Click All Plans to make changes to the Plans. Save when finished.
8. Click the X in the upper right hand corner to close the screen.
9. Click on Stage. Choose Closed Won to sync the changed deal to Ordway.
10. Once the Contract syncs to Ordway, the Ordway Source Deal Record ID field is updated which indicates the deal was originally created from a Parent Deal. 
    
11. Click the View Subscription link to view the synced contract in Ordway.
12. Users can also create a Change Deal from the Subscription record. Click Create Change Deal. 
    
13. Populate the Deal and click Submit when finished. 

Here’s a quick walkthrough video on Creating change upsell deal

Create a Renewal Deal 

Similar to Creating a Change deal, create a Renewal Deal simply by clicking on the Create Renewal Deal. Follow the instructions similar to Change Deal.

Here’s a quick walkthrough video on Renewal Deal

Create a Quote 

Prerequisites: 

Ensure Quotes Object is enabled with in Ordway

Ensure Quote Related Mappings are in place.

Steps: 

1. Navigate to Quotes in HubSpot. 
   
2. Click Create a new Deal.
   
3. Populate the mandatory information. 
   
4. Click Submit when finished.
5. Click the Deal created or navigate to the Deal page.
   
6. Click Create Quote under Sales Action. 
   
7. Add quote recipient email. 
   
8. Add expiration date, template name, and payment term. 
   
9. Click the checkboxes to add Plans to the quote. 
   
10. Click Continue.
11. Click Create Quote.
12. The quote is created. Click the X in the upper right corner to close the window.
13. When sending the quote, click Activate and Send under Actions. This triggers the quote email to the customer. Click confirm when prompted. 
    
14. The customer accepts a quote by clicking View and Accept the Quote in the email received. 
    
15. Once the quote is signed by the customer, the status changes to Accepted.
16. Your company approver must click Sign & Accept to accept the quote to complete the process. 
    
17. Once signed by all parties, convert the quote into a draft Subscription. Click Convert. 
    
18. Click Confirm when prompted.
19. Once converted, activate the Subscription from the Actions menu. Click Confirm when prompted. 
    

Notes: 

1. All forms can be configured for simplicity. For easier maintenance and management, current forms have been designed this way. If new fields are added, it becomes difficult to understand where these fields need to be added if the form has fields aligned side by side.
2. Old subscriptions can be synced to HubSpot if company/products are synced.
3. Settings - standard HubSpot public settings have limitations to create the app cards etc. Hence the reason Ordway created our own settings. We cannot hide existing settings.

Frequently Asked Questions

1. Is it possible to customize the forms and have the form fields aligned to meet our needs?

All forms can be configured for simplicity. For easier maintenance and management, current forms have been designed this way, although it is possible to customize the form.  

2. How do I Sync existing Subscriptions into HubSpot?

 Old subscriptions can be synced to HubSpot if company/products are synced.

3. Is it possible to hide existing settings in HubSpot?

Settings - standard HubSpot public settings have limitations to create the app cards. Therefore, Ordway created our own settings. We cannot hide existing settings.

4. Why is the Charge ID on my Plan? 

When an Ad hoc Line item is added from Ordway, note that the Charge ID WILL be missing on the Plan Picker. It is advised not to use Add Charge and instead use Select Plan while changing the Line items (Subscription Charges).