This article on the HubSpot Integration is specific to the Advanced Billing only workflow. For the HubSpot Integration using the Maxio Platform workflow, go to this article.
The Advanced Billing HubSpot integration seamlessly integrates the customer relationship management operations users manage in HubSpot with the day-to-day subscription billing operations.
Customer and Contact data can synchronize between Advanced Billing and HubSpot. Sync behavior may vary based on field settings, matching rules, and integration activity. As the Advanced Billing product catalog synchronizes over to HubSpot’s Product Library, users are enabled to build HubSpot deals and associate product and component as HubSpot line items. This also supports related HubSpot features that use deals and line items, such as quotes. The subscription creation is facilitated by the deal properties and line item associations. This can help streamline sales workflows in HubSpot while Advanced Billing manages recurring billing and subscription-related activities.
Availability and Requirements
- Works with test and production HubSpot accounts
- Only available using Advanced Billing Relationship Invoicing
- Supports Multi-Site
- Supports Multi-Currency
- Available on HubSpot Starter, Professional, & Enterprise Plans
- Requires default “Sales Pipeline”, & “appointment scheduled/ closedWon” stages for certain workflows
We strongly recommend testing the integration in a HubSpot Test account prior to enabling it in production. Common setup issues include connecting to the wrong HubSpot account or or needing to adjust activity filters to display Advanced Billing timeline events. Automation that moves a deal from Appointment Scheduled to Closed Won may require the default Sales pipeline and default stages. Custom pipelines are not included in this specific automation.
Integration Overview
Once the Advanced Billing product catalog has been created the integration will create Line items in the HubSpot Product Library. The Advanced Billing catalog is flattened in HubSpot as all products, components, and coupons become line items in HubSpot. For this reason, products and components are not automatically segmented based by the product family. Users with complex, multi-product-family catalogs are encouraged to set up product library folders in HubSpot to organize the line items for easy and accurate use.
Existing Advanced Billing customers can sync into HubSpot as contact records when they meet the integration’s sync requirements. When syncing customer data, users can choose how HubSpot data is handled when a matching email address is found. When a matching email address is identified, users can choose whether matching HubSpot information is overwritten or left unchanged, depending on the available sync settings. If multiple Advanced Billing customers share the same email address, duplicate handling may affect which customer record syncs to HubSpot. The selected record may depend on the order returned by Advanced Billing during the customer list process. This may change in the future.
Trial Period
You may be able to sign up for a HubSpot Test account or trial plan. Trial availability, plan level, and duration are managed by HubSpot and may change. After creating the test account, open your HubSpot account menu and look for the plan, pricing, or trial options available in your HubSpot account. Select the appropriate HubSpot Sales trial option, if available, and begin testing.
If your HubSpot trial test account expires, existing Advanced Billing data may remain available, but some HubSpot features used by the integration may be limited. Subscription creation may be limited if the HubSpot plan no longer includes the features the integration uses, such as custom objects, products, or quotes. These features may not be available on HubSpot Free plans or may require a paid HubSpot plan. If you'd like to extend your trial, please contact HubSpot support to request an extension. HubSpot manages trial extension requests and will determine whether an extension can be granted.
HubSpot Custom CRM Cards
The Maxio custom CRM card in HubSpot gives your team quick access to the subscription and invoice information directly from a HubSpot record. It helps sales, success, and support teams view billing details, manage subscription actions, and open related Maxio records without leaving HubSpot
Subscription Actions
The Actions menu gives you quick access to common subscription-related tasks.
| Action | Description |
|---|---|
| Payment Profile | View or manage the customer’s payment profile associated with the subscription. |
| View Details | Open detailed subscription information, including plan, customer, billing, and related subscription data |
| Sync Now |
Manually trigger a sync between Maxio and HubSpot for the selected subscription. Use this when you recently updated billing data in Maxio and want HubSpot to reflect the latest information. |
| Manage Coupons | Add, remove, or review coupons associated with the subscription. |
| Give/Deduct Service Credit | Apply or deduct service credit from the subscription balance. This can be used for credits, adjustments, or billing corrections. |
| Record Prepayment | Record a customer prepayment against the subscription. |
| Initiate Cancellation | Start the cancellation process for the subscription. Depending on your setup, this may open a Maxio-hosted workflow or an embedded integration page. |
| Put On Hold | Place the subscription on hold when supported by your Maxio configuration. |
Powered by Maxio
The Powered by Maxio label confirms that the billing information shown in the CRM card is provided by Maxio through the HubSpot integration.
Build Deals using the Advanced Billing Product Catalog (Product Library)
Users can create a new HubSpot deal directly from the Contact record or from the Sales view to associate a deal with one or multiple contacts. A deal generally needs an associated billable contact before a subscription can be created in Advanced Billing after the deal is closed.
Advanced Billing-specific fields are enabled for selection and/or entry in the HubSpot user interface including:
- Tax Exempt: A yes/no setting. If left blank, the integration may treat the value as No, depending on the account configuration.
- CC Emails: Text field in which additional contact emails separated by commas can be entered.
- VAT Number: An optional field to enter VAT number if applicable.
- Any Advanced Billing Custom Fields associated to the Subscription Source Type
Advanced Billing custom fields for subscriptions may be available in HubSpot if they were created before the initial sync.
Advanced Billing-specific fields are available for subscription creation and are also enabled in the HubSpot user interface including:
- Collection Method: The method to be used for collecting payment for the subscription: automatic (via credit card) or remittance (manually remitted payments).
-
First Billing Date: Used to set a future first billing date. If left blank, the first billing date usually defaults based on the subscription creation date and the applicable product or site settings.
For the payment processing of automatic collection subscriptions, credit card payment information must be on file. For automatic collection subscriptions, consider selecting a future first billing date so new subscribers have time to enter credit card information through the subscription’s self-service page (see notes below on the self service page).
- Net Terms: Used to add a number of days past the renewal and therefore invoice issue date for when the invoice is due for payment.
- Send Invoice Emails: An optional setting to modify if the subscriber will receive invoice emails. If left blank, the setting will default to the Advanced Billing site setting.
- Any Advanced Billing Custom Fields associated to the Subscription Source Type
An optional setting if Custom Fields were created before the initial sync.
Once the basic deal is set up, users can Add line items to the deal based on the product and components in the Advanced Billing product catalog. In HubSpot, common ways to add line items include adding them from the deal creation interface or from the HubSpot Product Library.
The HubSpot deal creation user interface has a drop down from which you can select and add line items to the deal. This drop down can be searched for quick access to specific products, components, price points and coupons. The list can include synced products, components, price points, and coupons that are available based on sync status, permissions, and filtering.
For more complex product catalogs, users may choose to instead add the line items from the HubSpot Product Library user interface. This enables the HubSpot feature of organizing the Products in the HubSpot Library into folders for easier navigation of large product catalog sets.
Editing the price on the line item on the deal in HS will NOT be reflected in the resulting subscription. It will use the prices from the selected catalog items as synced from Advanced Billing. This is due to the product/component and price point ids being used to map those entities across both systems.
The Billing Frequency of each line item is automatically populated based on how it is set up in the Advanced Billing product catalog. Values such as ARR and TCV may be calculated based on HubSpot property configuration, line item setup, and billing assumptions. HubSpot contract value settings may default to 12 months depending on the account and object configuration, but you can update that if applicable. Advanced Billing components may sync as one-time line items depending on component type and integration mapping. Where line-item editing is available, users can adjust line items in HubSpot to help manage contract values for the deal.
Because the Advanced Billing integration uses HubSpot native line item functionality, users can also seamlessly create Quotes based on the line items associated to a HubSpot deal. Many HubSpot operations rely on the associated line items records to build a contract or order, so we want to to continue enabling HubSpot users by providing similar functionality.
After selecting line items, sync the deal with Advanced Billing before generating a quote when you need the quote to reflect the latest Advanced Billing calculations. Discounts, taxes, and related calculations may be managed by Advanced Billing and synced to HubSpot line items through the subscription preview workflow. The integration supports multiple component pricing schemes, though support may vary by pricing model and configuration. In addition, the Deal Amount (Manual) property may update when line item values change, depending on HubSpot property automation and account configuration.
Quote-based property behavior on deal records can vary based on HubSpot configuration and product updates. The Advanced Billing and HubSpot integration can create associated line items on a deal record to represent coupons, setup fees, and taxes when the subscription preview and required mappings are in place. This will occur as long as the subscription preview is synced with the deal record and the right properties are represented on both the Contact and deal records.
Once created, a hyperlink to the Quote can be distributed, downloaded as a pdf, or you can connect your email account to HubSpot for direct sending and logging of the activity in HubSpot. More importantly the user will be able to create a subscription record from the associated deal by navigating to the subscription preview view.
Support Access
Occasionally Advanced Billing will need to view your HubSpot account to troubleshoot an issue. You can grant Maxio Support access by following the steps below, if your HubSpot role and licensing allow it:
- Navigate to My Settings to view your preferences in HubSpot.
- From the left column, select User & Teams > Create user.
- Invite Maxio Support by adding the email support@maxio.com, unless Maxio Support provides a different access process.
- Select the CRM and Sales permissions needed for the issue Maxio Support is troubleshooting.
For example, you may assign support@maxio.com view access to relevant CRM objects such as deals, contacts, and companies. The required permissions may vary by troubleshooting need. - Save and invite.
If you cannot perform the above steps, check if:
- A system Admin disabled the ability for non-admins to grant access.
- The user doesn’t have a license for that specific Hub.
- Your HubSpot permissions determine whether you can grant access. In many accounts, Super Admin permissions may be required.
- Access may be limited if the relevant HubSpot hubs, seats, or permissions are not available for the user.
For more information on HubSpot user permissions, refer to HubSpot’s user permissions guide.
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