HubSpot utilizes Company and Contact IDs to identify which customers belong to which companies and whether one customer could possibly exist in another company. If the Advanced Billing module is enabled, it can incorporate this into fields within the customer and link many Advanced Billing Customers to one HubSpot contact. It can also automatically create and populate information based on this. In this guide, we’ll learn how to enable this feature and manage the IDs within Advanced Billing.
Enable HubSpot Integration Setting
Before anything else, a HubSpot account must be connected and integrated. Once that process is complete, a new set of options will appear in the HubSpot Integration tab in the options menu. To enable the feature, please follow these steps.
- In the Advanced Billing Site go to Config > Integrations > HubSpot
- Select the "Enable to create subscriptions utilizing HubSpot Companies” option.
- Toggle the “Use Contact and Company IDs” option.
- Select Address Defaults:
- If you select Contact as Default Address, Advanced Billing will only use the contact’s address.
- Choosing Company as Default Address will prioritize the HubSpot company address for the Advanced Billing customer. If the company address isn’t available, it will then look at the contact’s address.
After adjusting these settings, be sure to hit the "Save settings" button at the bottom of the options.
Once the settings are enabled, you’ll notice new fields in customer records for Contact ID and Company ID. These fields are crucial for associating the correct customer and company data between Advanced Billing and HubSpot.
Both IDs are available in each HubSpot record’s URL, or they can be added as columns in your company list view. You can also export them from HubSpot to match with Advanced Billing records.
Creating Customers in Advanced Billing with IDs
If a company exists within HubSpot, a new customer in Maxio can sync with it when it's created. When creating a new customer in Advanced Billing, the "First name," "Last Name," and "Contact Email" will be used to locate the Contact ID in HubSpot to ensure that their contact and company IDs sync correctly.
When the customer is first created, the Contact ID will immediately be populated in Advanced Billing if the integration can find the Contact. To add the Company ID, you will need to select the "Edit Customer" option and find the "HubSpot Company" field. Select the dropdown menu and search for the related company, and a list from HubSpot show the companies it found, alongside the option to "Create new Company" (which will also be created back in HubSpot).
Creating HubSpot Deals with IDs
With the Advanced Billing customers now set up with the HubSpot IDs, a new deal can be created and synced as a subscription with the proper information flowing between. Please note, however, that you will still need a contract associated with the deal in HubSpot. When creating a new deal in HubSpot with a company and contact, the Subscription Preview for Advanced Billing should be able to be viewed and edited.
This view will have several new fields. You can now add the Billing Company, Contact, and AB Customer. The AB Customer field can either link to an existing Advanced Billing customer or a new one can be created. Once all the changes are ready, you can select the "Create Subscription" button to sync it over.
How Address Syncing Works
When a new customer is created in Advanced Billing, the integration follows a hierarchy to determine the correct email address:
- HubSpot Company Address – If a company address exists in HubSpot and Use Company Default is selected, this email address will be used for the Advanced Billing customer.
- HubSpot Contact Address – If the company address is unavailable, the integration will use the contact’s email address.
- Blank Address – If neither a company nor contact address is available, the email address field in Advanced Billing will remain blank.
This ensures that new customer records in Advanced Billing reflect the most relevant email address information from HubSpot.