HubSpot

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Overview

Sequence connects your HubSpot pipeline directly to billing. Companies and contacts flow into Sequence as customers, quotes get created and signed without leaving HubSpot, and every signed quote’s pricing and contract value sync straight back onto the deal record. Use the HubSpot connector to:

• Automatically import HubSpot companies into Sequence as customers when a deal reaches a stage you choose, or run a one-off bulk import
• Keep imported customers and their contacts in sync as company and contact records change in HubSpot
• Create a Sequence quote straight from a HubSpot deal, and reopen it from the same place every time
• Push a published quote’s pricing, line items, and contract value onto the linked deal, and move the deal to your chosen stage the moment the quote is signed

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Getting started

Connect your HubSpot account from the Connectors tab in Sequence.

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HubSpot settings

Once connected, configure the integration from Connectors > HubSpot. Settings apply immediately to future syncs.

• Customer import stages: the HubSpot pipeline stages that trigger a customer import. Defaults to Closed Won. Choose any stage across any pipeline, and select more than one if several stages should each trigger an import.
• Signed quote stage: the deal stage Sequence moves a linked deal to once its quote is signed. Defaults to Closed Won.
• Sync quote PDF on signing: attaches the signed quote PDF to the linked deal as a note when a quote is signed.

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Syncing customers

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Automatic import from deal stages

Sequence imports a customer whenever a deal reaches one of your configured Customer import stages. This happens when:

• a deal moves into a configured stage
• a deal is created directly in a configured stage
• a deal already in a configured stage gains a company association

Each company on the deal is imported as its own Sequence customer, along with its contacts. A deal associated with more than one company imports each company separately, rather than skipping any of them. Companies already linked to a Sequence customer are skipped, so an import never creates duplicates, and deals with no associated company are skipped until one is added. To import successfully, a company needs a name and a primary or billing address with:

• Street address
• Town or city
• Postal or zip code
• A recognized country, for example GB or United Kingdom (a country’s ISO alpha-2 or alpha-3 code, or its full English name)
• A US state, if the country is the United States

For contacts, the first company or deal contact with a usable email address becomes the customer’s primary contact; duplicates and malformed emails are filtered out. If no contact has a usable email, Sequence still imports the customer with a placeholder contact so the import isn’t blocked.

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Bulk customer import

Run a one-off import from the customer import tool on the Customers page. Sequence lists every HubSpot company on a deal in one of your configured import stages, and hides companies already linked to a Sequence customer. Search by name, or use Filters to narrow the list further. Every eligible company is pre-selected; clear the selection or filter first if you only want to import a subset. Each row shows the company’s name, country, and its contacts’ emails, so you can tell them apart before importing. Import runs in the background. Submit it and Sequence reports progress in the modal as it works through the list.

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Ongoing sync

Once a customer is imported, Sequence keeps it up to date automatically. This sync runs one way, from HubSpot to Sequence:

• Company changes: when a linked company’s details change in HubSpot, Sequence updates the customer’s name and billing address to match.
• Contact changes: when a HubSpot contact updates, Sequence updates the matching contact on the customer. If a contact is removed from the company or deleted, Sequence archives it on the customer, and restores it if it’s added back.

Creating a company in HubSpot doesn’t create a customer in Sequence; customer creation is always a deliberate import, automatic or manual. Likewise, deleting a company in HubSpot doesn’t delete or archive the linked customer in Sequence.

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Manually linking a customer

Link a customer to a HubSpot company directly:

• From the customer: on the Customers list, open a row’s menu and choose Link to Hubspot, then pick the HubSpot company from the dropdown.
• From a quote: open the quote, expand the HubSpot item in the inspector, and link the quote’s customer to a HubSpot company without leaving the editor.

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Quotes and deals

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Creating a quote from a HubSpot deal

Add the Sequence Quote card to your HubSpot deal record to create and open quotes without leaving HubSpot. The card deep-links into Sequence: the first click creates a quote for that deal, and every click after reopens the same one.

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Linking a quote to a deal

A quote syncs to a deal once the two are linked. Linking happens automatically when a quote is created from a deal’s Sequence Quote card, or you can link one manually:

1. Open the quote and expand the HubSpot item in the inspector.

2. Choose Link deal and pick a deal from the list. The list is scoped to the deals on the quote’s linked company, filtered to the pipeline stages in your HubSpot settings, and ordered most recently changed first.

3. Confirm the link.

A quote can be linked to at most one deal, and a deal to at most one quote. If you try to link a deal that already has a quote, Sequence tells you which quote is already linked rather than replacing it silently. Unlink a quote from its deal from the same inspector item, or by clearing the quote reference on the deal in HubSpot. Archiving a quote also frees its linked deal, so a new quote can be linked in its place.

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Syncing quotes to the deal

Publishing a quote writes its details to the linked deal: What syncs:

• Quote title, number, status, and currency
• Contract start, end, and expiry dates
• A link back to the quote in Sequence
• The quote’s total contract value, written to both HubSpot’s native deal amount and a Sequence-owned property, so it survives portals that recalculate deal amount from line items
• The quote’s pricing, written as line items on the deal, so HubSpot’s own contract value, ARR, and MRR figures on the deal line up with the quote

Each phase of the quote becomes one or more deal line items:

• One-time and fixed prices are written at their price, at a quantity of 1.
• Seat prices are written as the price per seat, multiplied by the included seats.
• Usage prices with no minimum are written as a $0 informational line, so the rate is visible without adding to the deal’s value. Usage prices covered by a minimum instead write the minimum as a committed line.
• Discounts land on committed lines as a percentage or a per-unit amount, apportioned by line value if the discount applies across several lines.

Line items your sales team added to the deal by hand are left alone; Sequence only ever touches the line items it created itself. Publishing a quote again replaces its own line items with the latest version. Archiving a quote clears them too, unless the quote’s already been signed, in which case they stay on the deal as a record of what the customer agreed to.

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Signing a quote

When a quote is signed, Sequence moves its linked deal to your Signed quote stage, and, if Sync quote PDF on signing is enabled, attaches the signed PDF to the deal as a note. If the deal’s already on the signed stage, Sequence leaves it as is, so it doesn’t retrigger any stage-change automations you have set up in HubSpot.

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Deal properties in HubSpot

Connecting HubSpot provisions a set of custom properties on your HubSpot deals and line items, so quote data is available anywhere your sales team already works with deals: reports, views, and workflows. On the deal, grouped under Sequence Quote Information: On line items, grouped under Sequence Line Item Information:

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Custom pipelines

Choose any HubSpot pipeline stage as your customer import stage or signed quote stage from the HubSpot settings card. This works the same way whether you’re using a standard pipeline or one you’ve customized.

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Frequently asked questions (FAQ)

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Revoking access

Disconnect from either side. From Sequence: open the HubSpot connector settings and disconnect. Type UNINSTALL to confirm. This stops all future sync, and disconnects your current records from HubSpot. Turn on Also remove all links between Sequence and HubSpot to clear the existing customer and deal links as well, rather than just stopping future sync. From HubSpot: go to Connected Apps, find Sequence under My Apps, and choose Uninstall from its actions menu.