HubSpot

The HubSpot integration keeps companies, contacts, and subscriptions in step between HubSpot and Alguna, and lets deals and quotes drive each other. Sales reps see each company’s subscriptions and quotes on HubSpot records, create quotes straight from a deal, and get deal properties such as MRR, ARR, and contract dates filled in from the deal’s primary quote. Deal changes can also trigger automations that create quotes, and a signed quote can close the deal. Use it when HubSpot is where deals are worked and Alguna is where they’re priced, signed, and billed. Per-object sync direction and conflict rules are configured in External sync, and the objects involved are described in How Alguna works. This page has two parts. For admins covers setup and how deals stay in sync. For sales reps covers what you’ll see in HubSpot and how to create a quote from a deal.

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For admins

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Prerequisites

You need an active HubSpot account and admin rights in HubSpot to connect it to Alguna. We recommend connecting HubSpot in your Sandbox before connecting it in production.

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Permissions

When you connect, Alguna sets up what it needs in your HubSpot account to receive notifications and sync in real time. Connect with a HubSpot admin user who can approve the access below. Alguna asks for:

• Read and write access to contacts, companies, and deals
• Read access to custom objects and their schemas, so you can map fields onto custom objects

If you connected HubSpot before custom objects were supported, reconnect it to grant the extra access.

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Connect HubSpot

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Choose your CRM settings

Go to Settings → Connections → Integrations → CRM and open the Settings tab. You can also click Configure next to HubSpot on the Integrations page. Click Save CRM Settings to apply your changes.

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Account creation

The integration can import customers once their deal reaches a stage you choose, for example closedwon in HubSpot’s default pipeline. Reps can also import a single company from its HubSpot record by clicking Sync to Alguna on the Alguna card.

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Usage data and HubSpot ID

As soon as a HubSpot company is imported, Alguna uses the HubSpot ID as an external ID (alias), so any usage data sent to Alguna with that ID is assigned to the right customer. Your application can send events with "account": "<hubspot-company-id>" to POST /events, and pass the same ID as customer_alias wherever the API takes a customer. To add or read aliases yourself, use Update a customer and Look up a customer ID by alias.

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How quotes and deals are linked

A quote can be linked to one deal, and a deal can have several quotes, for example when you send a customer two options. One linked quote is the deal’s primary quote. It’s the quote Alguna writes back onto the deal. Alguna picks it like this:

• The first quote linked to a deal becomes primary
• You can make another quote primary with Pin as primary on the quote’s deal card in Alguna
• When a quote is signed, it always becomes primary, even if you pinned a different one, and Alguna updates the deal straight away
• If you unlink the primary quote and exactly one other quote is still linked, that one becomes primary

To manage a quote’s link, open the quote in Alguna and use its deal card. The menu has Open in CRM, Change, Pin as primary, Unlink, and Sync now.

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What Alguna writes to the deal

Alguna writes the fields you’ve mapped onto the deal. Choose them on the Field mappings tab. See CRM field mapping for the full list of fields and formulas. The deal is updated:

• Whenever its primary quote changes
• When the quote’s subscription changes, while the quote is a draft, pending approval, or sent
• When the quote is signed

Alguna only writes to deals that already have a linked quote. Values always come from the primary quote. The status line on the quote’s deal card shows where things stand: Synced · 5m ago, Not yet synced, or Sync failed with the reason. Failed syncs are retried automatically. To control when deals change, turn off Write automatically on the deal object in Field mappings. Alguna then only updates a deal when you click Sync now or an automation does it.

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Automate the deal-to-quote loop

With the integration connected, the hubspot_deal_changed automation trigger fires on every deal change, with stage, stageEntered, and changedFields in its payload. Pair it with the CRM actions (create_quote_from_opportunity, update_crm_record, set_opportunity_stage, void_open_quotes_for_opportunity, and cancel_renewal_for_lost_opportunity) to run the quote-to-close loop from HubSpot. The Automations tab on the CRM settings page lists your CRM automations. Click Add from template to start from one of these: HubSpot templates and triggers appear once HubSpot is connected.

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Who can see what

The Alguna cards show their data to anyone who can see the company or deal in HubSpot, so HubSpot’s own record permissions decide who sees it. Links on the cards open Alguna, which needs an Alguna login. Creating a quote also needs permission to manage quotes in Alguna.

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Disconnect

To disconnect HubSpot, email support@alguna.io. We’ll follow the disconnection process with you so your existing data isn’t affected.

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For sales reps

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Alguna cards in HubSpot

Alguna adds four cards to the sidebar of HubSpot records: Click Refresh on any card to load the latest data. If a deal is associated with more than one company, the deal cards show a section for each company.

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Subscriptions

The Alguna and Alguna - Deal cards list subscriptions. Each one shows:

• Its name, which opens the subscription in Alguna
• Its status, with start and end dates. The end date reads Rolling for month-to-month contracts and Not set when there’s no end date.
• MRR and ARR
• The next and last invoice, each with its status, date, and total

Click Create in Alguna to start a new subscription for the company. From a deal card, the new subscription is created from that deal.

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Quotes

The Alguna - Quotes and Alguna - Deal Quotes cards list quotes. Each one shows its status, contract start and end dates, type (New, Renewal, or Amendment), expiry date, MRR, ARR, and TCV. Click a quote’s name to open it in Alguna. On a deal, the primary quote is listed first and tagged Primary on this deal. Its numbers are the ones written to the deal.

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Create a quote from a deal

You can also click Create quote on the Alguna - Quotes card on a company. If your organization requires every quote to be linked to a deal, the button only appears on deal cards.

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