Set Up the HubSpot Integration for Advanced Billing

The Advanced Billing–HubSpot integration enables automatic synchronization of products, customers, and subscription events between Advanced Billing and HubSpot’s CRM. This guide covers availability, setup requirements, integration connection steps, and sync options (including deals, subscriptions, and timeline events). Use this integration to streamline your billing workflows, eliminate manual data entry, and surface billing insights directly in HubSpot.

The integration does not impose any special browser requirements beyond HubSpot’s standard supported browsers. Refer to HubSpot’s supported browser documentation to ensure compatibility.

Availability and Requirements

The following outlines plan availability and key platform capabilities supported by the integration:

Works with test and production HubSpot accounts.
Available to all Advanced Billing accounts; not limited by billing mode.
Supports multi-site usage.
You can have multiple Advanced Billing sites per account.
Supports multi-currency.
Available on HubSpot Starter, Professional, and Enterprise plans, but with limitations.

The Product Library sync requires HubSpot Professional or Enterprise plans. HubSpot Starter plans support syncing Advanced Billing Customer records with HubSpot Contact records, but do not support Product syncs. HubSpot Free is not supported.

We strongly recommend testing the integration in a HubSpot test account or sandbox before enabling it in production. Common setup issues include connecting to the incorrect HubSpot account and missing activity filters needed to display Advanced Billing timeline events. For help, see the HubSpot integration troubleshooting article.

Installation Requirements

The user configuring the integration must have a Super Admin role in HubSpot and an Admin role in Advanced Billing. Be sure you have these roles before proceeding.

Requirements for Multiple Currencies

To use multiple currencies on HubSpot deals, you must configure multi‑currency settings in both HubSpot and Advanced Billing before connecting. If you plan to map Advanced Billing custom fields to HubSpot custom properties, create those fields prior to connection.

Advanced Billing Setup

Complete the following steps in Advanced Billing before connecting to HubSpot:

Enable the desired currencies via Config > Settings > Multi‑Currency. See Set up multi‑currency.
Inside the Advanced Billing UI, create any custom fields you wish to map to HubSpot: Config > Custom Fields > Create Custom Field. See Create Advanced Billing custom fields.
Build your product catalog (Products, Components, Coupons, Price Points) and define pricing. These elements will sync into HubSpot. See Build your Product, Components, Coupons, Price Points.

HubSpot Setup

In HubSpot, enable the desired currencies via Settings > Account Defaults > Currency. See HubSpot multi‑currency setup.

The integration does not require HubSpot exchange rate setup. Advanced Billing’s floating or custom rate logic applies automatically when syncing products. The integration supports both floating and custom rates as long as they are configured in Advanced Billing.

HubSpot currency settings

Connecting the Integration to an Advanced Billing Site

The integration uses an API key from Advanced Billing for the site being integrated.

Log in to your Advanced Billing account and select the site to connect.
Go to Config > Integrations > HubSpot.
Click Connect to HubSpot. You must be logged into HubSpot.
Configure your data‑syncing options.
Select the HubSpot account to connect and click Choose Account.
Click Connect App and confirm authorization.

Confirming Connection

After connecting, go to your HubSpot Product Library to verify that your Advanced Billing product catalog is available: Settings > Objects > Products.

You can force a full product re-sync from Advanced Billing: Config > Integrations > HubSpot, then click Re‑sync Product Catalog. Re-sync product catalog button

If a currency is not enabled in HubSpot, the integration will strip that currency during sync and retry. You can trigger product sync manually at any time using the Re‑sync Product Catalog button. Scheduled sync jobs run periodically, but the interval may vary and is not guaranteed to be exactly 15 minutes.

Sync diagram

HubSpot Setup - Continued

After setup, expose relevant properties on Deal and Customer (Contact) records in HubSpot. Below are administrative steps to make those fields visible:

In HubSpot, go to Settings > Objects > Deals.
Under the Setup tab, click Choose property fields for new deals.
Edit the card to tailor which fields appear when creating a new deal.
Switch to the Record customization tab and manage the views your team sees. Ensure the needed fields are added:
- Net Terms
- Collection Method
- First Billing Date
- Send Invoice Emails
- Self‑Service Page
- (Optional) Custom fields mapped from Advanced Billing subscriptions
Click Save.

Deal property setup

Deal view settings

To surface Advanced Billing customer record properties on HubSpot Contacts:

In HubSpot, go to Settings > Objects > Contacts.
Under the Setup tab, click Choose property fields for new contacts.
Edit the card to tailor which fields appear when creating a new contact.
Go to Record customization and configure contact views. Ensure these fields are visible:
- CC Emails
- Tax Exempt
- VAT Number
- Any Advanced Billing custom fields tied to Customer records
Click Save.

Sync Options

Product Catalog to Product Library

Enable “sync of Product Catalog from Advanced Billing to HubSpot”: this lets admin users sync the Advanced Billing product catalog for one or more sites. Use this to segment revenue streams by site.

Customer to Contact

Enable “sync of customer data from Advanced Billing to HubSpot.” If an existing HubSpot contact matches the same email, you can choose whether to “Do not update” or “Override all contact fields.”

If multiple Advanced Billing customers share the same email, HubSpot will not ingest duplicate contacts. The integration takes the last customer and ignores duplicates, since HubSpot contacts must be unique.

Deal Automations

Create deals in HubSpot when subscriptions are created
Admins can select whether the integration auto‑creates deals in HubSpot when subscriptions are created through public signup pages. Select whether to include component line items or one-time charges.
Create deals when existing subscription component allocation increases
Allows creation of deals when component allocations increase.
Deal amount for component allocation changes
Choose whether the deal amount reflects prorated value or full amount for midperiod allocations.
Determine landing stage for deals created on signup success

Subscription Automations

Enable subscription-management actions within the HubSpot UI:

Enable “Clear Pending Cancellation” action
Enable “Give / Deduct Service Credit” action
Enable “Initiate Cancellation” action
Enable “Put On Hold” action
Enable “Reactivate Subscription” action
Enable “Record Prepayment” action
Enable “Resume Subscription” action

Subscription actions UI

Timeline Events Automations

HubSpot Timeline Event automations send Advanced Billing updates—like subscription changes, payments, and account activity—directly into HubSpot. Each event shows what happened, who it impacts, and where to take action next.

Event	Description
Component Allocation Change	Posts whenever Advanced Billing reports a component allocation update, showing the component name, previous vs. new quantities, and a quick link back to the subscription’s allocation screen so teams can review the change in context.
Direct Debit Payment Paid Out	Confirms that a pending direct-debit charge has been paid out, with handy links to the payer’s subscription record and stored payment profiles for any follow-up actions.
Direct Debit Payment Pending	Alerts reps that a direct-debit payment is awaiting settlement, linking straight to the related subscription and payment profiles for monitoring.
Direct Debit Payment Rejected	Flags direct-debit payments that bounced or were rejected, again providing shortcuts to the payment profiles and subscription so the issue can be resolved quickly.
Dunning Step Reached	Tracks when a subscription enters a new dunning step, recording the action taken and linking to the dunning detail page for a full history of collection efforts.
Expiring Card	Warns that the customer’s card on file is about to expire, showing the last four digits, expiration date, and links to update payment profiles or review the subscription timeline.
Invoice Issued	Adds the newly issued invoice number, amount due, and key line items, along with a direct link to the invoice in Advanced Billing for deeper inspection.
Payment Failure	Notes failed payments with the transaction ID, amount, and memo, plus a link to the subscription activity log to investigate what went wrong.
Payment Success	Celebrates successful payments by logging the transaction ID and amount and linking to the subscription’s activity details for reference.
Pending Payment Completed	Confirms that a previously pending payment has settled, showing the collected amount and pointing to the subscription’s payment details view.
Pending Payment Created	Records when a new pending payment is opened, including the amount expected and a shortcut to the pending payment details on the subscription.
Pending Payment Failed	Alerts teams when a pending payment ultimately fails, logging the amount that couldn’t be collected and linking back to the subscription’s payment history.
Prepaid Subscription Balance Changed	Keeps the current prepaid balance in view by displaying the updated amount with currency formatting and a link to the subscription record.
Proforma Invoice Issued	Shows when a proforma invoice goes out, listing the amount due and linking to the proforma invoice list within Advanced Billing for quick download or follow-up.
Refund Failure	Logs refund attempts that didn’t complete, including the refund amount, error messages returned by the gateway, and access to the subscription’s activity log for troubleshooting.
Refund Success	Captures successful refunds with the amount returned, any memo provided, and a link to the subscription timeline so support teams can see the full story.
Renewal Success	Lets teams know a renewal processed without issues, linking straight to the subscription activity view for confirmation of the latest cycle.
Subscription Bank Account Updated	Records changes to a subscription’s bank account details and gives direct access to the updated payment profile screen.
Subscription Card Updated	Notes when a customer refreshes their card on file, with quick navigation to the payment profiles area for verification.
Subscription Group Card Updated	Covers payment updates made at the subscription-group level, capturing the group UID and linking to the group management page for context across linked subscriptions.
Subscription Product Change	Highlights plan changes by showing the previous and new product/price point combination and linking to the subscription insights dashboard.
Subscription State Change	Keeps status changes (such as Active, Past Due, or Canceled) visible on the timeline, with a shortcut to the subscription activity log for additional detail.
Upcoming Renewal Notice	Reminds reps of upcoming renewals by displaying the renewal date and the message sent to the customer, plus a link back to the subscription record.
Upgrade/Downgrade Failure	Alerts the team when a planned upgrade or downgrade cannot be completed, naming the target product and pointing to the subscription activity log for diagnostics.
Upgrade/Downgrade Success	Confirms successful plan changes, noting the new product/price point and providing a fast route to the subscription activity history.