HubSpot Integration

HubSpot is a customer relationship management (CRM) tool for managing contacts, companies, deals, and sales pipelines. The HubSpot integration keeps your HubSpot records and Skimmer customers in step, so you don't enter the same customer twice.

Changes you make in HubSpot reach Skimmer right away. When a deal reaches the HubSpot stage you choose, Skimmer creates or updates the customer and can create a work order. Every day, Skimmer adds its new customers to HubSpot as contacts, and every hour it logs new customer activity on those contacts, so your sales team sees what happens after the sale.

HubSpot is a marketplace integration. You add it to your subscription and set it up with a step-by-step wizard in the Integrations Center.

What HubSpot can do

The integration has five ongoing syncs and two optional one-time imports. Every sync is off until you turn it on in the setup wizard, so you choose exactly what moves between the two systems.

Tips & tricks

• Skimmer remembers which HubSpot contact or company goes with each Skimmer customer. The first time a record syncs, Skimmer matches contacts by email address and companies by company name. After that, the pair stays matched even if the email address or company name changes.
• Contacts without an email address and companies without a name don't sync until they have one.
• When you choose a trigger stage, new HubSpot contacts don't create Skimmer customers on their own. New customers come from deals that reach the stage, and contact edits still update customers already in Skimmer.
• Work orders come only from deals. Contact and company syncs never create work orders. Skimmer adds each work order to the customer's first service location.
• Your contact field mapping works both ways. It fills Skimmer customer fields from HubSpot, and HubSpot contact fields when Skimmer adds its new customers to HubSpot.
• The Skimmer to HubSpot sync only adds new contacts. It doesn't update HubSpot contacts that already exist.
• New customers get the Created from HubSpot tag, and updated customers get the Updated from HubSpot tag, unless you choose your own tags in the setup wizard.
• Changes the integration makes in HubSpot don't sync back to Skimmer, so records don't bounce back and forth.
• Each Skimmer activity is logged in HubSpot only once.
• Skimmer doesn't build or change your HubSpot pipeline. Set up your deal stages in HubSpot before you choose a trigger stage.
• Initial imports run again each time you reconfigure or upgrade the integration, if they're turned on. Turn them off after your first setup unless you want them to run again.

Before you start

Contact your Skimmer customer success manager (CSM) for assistance before you begin configuring the HubSpot integration.

You need:

• A HubSpot login with permission to connect apps to your HubSpot account. This is usually a HubSpot super admin.
• Your HubSpot account ID. In HubSpot, click your account name in the top right corner. The number under it is your account ID. It also appears in your HubSpot web address.
• The Can view the Integrations Center permission in Skimmer.
• An Enterprise subscription with the HubSpot add-on. If you don't have it yet, see Add HubSpot to your subscription below.

If you want deals to create Skimmer customers, set up your deal stages in HubSpot first. If you want work orders from those deals, have a Skimmer work order type ready too.

Add HubSpot to your subscription

HubSpot requires the Enterprise tier and a paid add-on. Its card shows Upgrade Required until you add it. You can buy the add-on and start setup in one pass.

If you add HubSpot partway through your billing cycle, the charge is prorated and included on your next Skimmer invoice. Only users with the Can view payment method page permission can add it. If you don't have that permission, ask your account owner or an admin. If your account isn't on the Enterprise tier, contact your Customer Success Manager about upgrading.

1. Click Integrations Center on the left navigation menu.
2. Find the HubSpot card. It shows Upgrade Required.
   
3. Click Add integration.
4. In the Add HubSpot? window, review the monthly price.
5. Click Add Integration to confirm. Skimmer adds HubSpot to your subscription and opens the setup wizard.

Connect HubSpot in Skimmer

The setup wizard opens inside Skimmer and has eight steps, listed on the left side of the window. Click Next to move forward or Previous to go back.

Before you start, decide how new Skimmer customers should come from HubSpot:

• From deals: choose a trigger stage on the Create Customer in Skimmer step and turn on Enable HubSpot to Skimmer Deal Sync. A customer is created when a deal reaches that stage, and you can have a work order created too.
• From contacts: leave the trigger stage set to None and turn on Enable HubSpot to Skimmer Contact Sync. A customer is created when a contact is created in HubSpot.

1. Click Integrations Center on the left navigation menu.
2. In the Available Integrations section, find the HubSpot card and click Connect. If you just added HubSpot to your subscription, the wizard is already open.
3. On the Configuration step, connect your account:
   • HubSpot connection: click Connect, sign in to HubSpot, and allow Skimmer to access your account.
   • Hubspot Portal ID: enter your HubSpot account ID.
4. Click Next.
5. On the Flow Settings step, turn on each sync you want. Every sync is off by default.
   • Initial import from HubSpot: Enable Initial Contact Import brings your existing HubSpot contacts into Skimmer, and Enable Initial Company Import brings in your existing companies. Turn these on if you're new to Skimmer or haven't kept HubSpot and Skimmer in step.
   • Sync from HubSpot to Skimmer: turn on Enable HubSpot to Skimmer Contact Sync, Enable HubSpot to Skimmer Company Sync, and Enable HubSpot to Skimmer Deal Sync as needed. These run as soon as a change is made in HubSpot.
   • Sync from Skimmer to HubSpot: turn on Enable Skimmer to HubSpot Sync to add new Skimmer customers to HubSpot every day, and Enable Skimmer Activity Sync to log customer activity every hour.
   • HubSpot Activity Type: choose how Skimmer activity shows on the HubSpot contact. Note is recommended. Call and Task log each activity as a completed call or task instead.
6. Click Next.
7. On the Map HubSpot Contact Fields step, set how contact details move between the two systems:
   • Hubspot Contact Field Mapping: click Add to HubSpot Contact / Skimmer Field Mapper to match each HubSpot contact field to the Skimmer customer field it fills. To add tags from HubSpot, map a field to Skimmer Tags. Separate several tags in that field with a semicolon or comma. Skimmer uses the same mapping in reverse when it adds customers to HubSpot.
   • Hard Coded HubSpot Properties: this setting is optional. Choose a HubSpot contact property and a value, and Skimmer writes that value to every contact it creates in HubSpot.
   • Skimmer Tags: type the tags for Tags on New Customers and Tags on Updated Customers. If you leave a list empty, Skimmer uses Created from HubSpot or Updated from HubSpot.
8. Click Next.
9. On the Map HubSpot Company Fields step, click Add to Hubspot / Skimmer Field Mapper to match each HubSpot company field to the Skimmer customer field it fills. You can map a field to Skimmer Tags here too.
10. Click Next.
11. On the Service Location Mapping step, set up the service location and body of water created for each new customer:
    • Service Location Field Mapping: match HubSpot contact, deal, or company fields to service location fields, such as gate code, dog's name, or minutes at stop. The contact's address, city, state, and zip are mapped for you. Address fields you don't map use the customer's billing address.
    • Body of Water Field Mapping: match HubSpot fields to body of water fields, such as name and gallons. If you don't map them, Skimmer names the body of water Pool and sets gallons and baseline filter pressure to 0.
    • Default Minutes At Stop: enter the minutes at stop for new service locations when you don't map it. The default is 30.
    • Default Service Rate Type and Default Labor Cost Type: choose the types to use when you map a service rate or labor cost amount but HubSpot doesn't send a valid type.
12. Click Next.
13. On the Create Customer in Skimmer step, set when and how customers are created:
    • HubSpot Trigger Stage: select the deal stage that creates a Skimmer customer, for example Closed won. To create customers from new contacts instead, select None - create customers from contact events instead.
    • Skimmer Lead Source: select the default lead source for customers this integration creates.
    • Source Mapping: this setting is optional. Match values from a HubSpot source field, such as Original Traffic Source or your own lead source field, to Skimmer lead sources. Values you don't map use the default lead source.
14. Click Next.
15. On the Skimmer Work Order Mapping step, set up work orders from deals:
    • Create Work Order When Deal Reaches Trigger Stage: turn this on to create a work order when a deal reaches your trigger stage.
    • Work Order Type: select the type for these work orders.
    • Work Order Date Field: select the HubSpot deal date field to use as the service date. To create work orders with no service date, select Leave unscheduled.
    • Assigned User: select the Skimmer user assigned to these work orders.
16. Click Finish. The HubSpot card changes to Connected and moves to the Connected Integrations section. Any initial imports you turned on start right away. If you click Cancel or close the window before you finish, HubSpot stays Available. Click Connect to start again any time.

Test your connection

1. In HubSpot, move a test deal into your trigger stage. Make sure the deal's primary contact has an email address. If you create customers from contacts instead, create a test contact with an email address.
2. Wait a few minutes.
3. In Skimmer, check your customer list. The new customer shows your new customer tag, or Created from HubSpot. If you turned on work orders, the customer also has a work order of the type you chose.

Change your HubSpot settings

Use the setup wizard to turn syncs on or off, change your mappings, lead sources, trigger stage, or work order details, or to reconnect your HubSpot account. Your current settings are already filled in.

1. Click Integrations Center on the left navigation menu.
2. In the Connected Integrations section, find the HubSpot card and click Manage.
3. On the HubSpot detail page, click Configure.
4. In the Configure HubSpot window, click Reconfigure.
5. Step through the wizard and update your settings.
   Note: If you connect a different HubSpot account, update Hubspot Portal ID to match it.
6. On the last step, click Finish. Any initial import that's still turned on runs again. To skip it, turn it off on the Flow Settings step first. If you close the wizard without finishing, your existing settings stay the same.

Upgrade to a newer version

Most updates to the integration install automatically. When an update needs you to review your settings, an Upgrade button appears on the HubSpot detail page in place of Configure.

1. On the HubSpot detail page, click Upgrade.
2. In the Upgrade HubSpot window, add any new information it asks for and click Finish. Your integration keeps running. If you cancel, your current version keeps working, and you can upgrade later.

Pause or unpause HubSpot

Pausing stops all syncs but keeps your settings, so you don't have to set up the integration again. Changes you make in HubSpot while the integration is paused don't sync to Skimmer later.

1. On the HubSpot detail page, click Configure.
2. On the Configure HubSpot page, click the three dots menu.
3. Click Pause Integration.

To turn syncs back on, open the three dots menu and click Unpause Integration.

Disconnect HubSpot

Disconnecting turns off all syncs. Skimmer saves your settings, so you can reconnect later without starting over.

1. On the HubSpot detail page, click Disconnect HubSpot.
2. In the Disconnect HubSpot? window, click Disconnect to confirm. The HubSpot card moves back to Available Integrations.
   Important: Disconnecting doesn't remove the add-on from your Skimmer invoice. To stop paying for it, remove the HubSpot add-on from your Payment Method page.

Troubleshooting

HubSpot shows "Authorization failed" when you connect

1. Make sure you sign in with a HubSpot user who has permission to connect apps.
2. If you still see the message, contact Skimmer Support. This error comes from the connection setup, not your settings.

The trigger stage list doesn't show your deal stages

1. Check that your deal stages are set up in HubSpot.
2. Go back to the Configuration step and reconnect your HubSpot account. Then return to the Create Customer in Skimmer step.

Changes in HubSpot don't show in Skimmer

1. On the Flow Settings step, check that the sync for that record type is turned on.
2. Check that Hubspot Portal ID matches your HubSpot account ID.
3. Check that the contact has an email address, or the company has a name. Skimmer skips records without one the first time they sync.
4. Check that the integration isn't paused.

A deal reaches the trigger stage, but no customer is created

1. Check that Enable HubSpot to Skimmer Deal Sync is turned on.
2. Check that HubSpot Trigger Stage is set to the stage the deal moved into.
3. Check that the deal has a primary contact with an email address. Skimmer creates the customer from the deal's primary contact.

New HubSpot contacts don't create Skimmer customers

When you choose a trigger stage, new customers come only from deals that reach that stage. Contact edits still update customers already in Skimmer. To create customers from new contacts instead, set HubSpot Trigger Stage to None - create customers from contact events instead and turn on Enable HubSpot to Skimmer Contact Sync.

New Skimmer customers don't show in HubSpot

1. Check that Enable Skimmer to HubSpot Sync is turned on.
2. Check that the customer is active and has an email address in Skimmer.
3. Wait for the next daily sync. It runs at 12:04 am Eastern time.

If a HubSpot contact already has the same email address, Skimmer doesn't add a second one.

Customer activity doesn't show in HubSpot

1. Check that Enable Skimmer Activity Sync is turned on.
2. Check that the customer is active and has an email address in Skimmer.
3. Wait for the next hourly sync. It runs at 40 minutes past each hour.

The same customer shows up twice

The first time a record syncs, Skimmer matches contacts by email address and companies by company name. If the email address or company name doesn't match, Skimmer creates a second customer. Make the email addresses and company names match in both systems before you turn on syncs, and turn on the initial imports during your first setup so Skimmer pairs all your existing records at once.

Customer details show up in the wrong fields

Check your field mappings on the Map HubSpot Contact Fields, Map HubSpot Company Fields, and Service Location Mapping steps. For example, if a HubSpot phone field is mapped to a Skimmer email field, phone numbers show up as email addresses.

Still stuck?

Contact Skimmer Support as soon as you notice a problem. Include screenshots of your setup wizard steps, the name and email address of a customer or contact that didn't sync, and when it happened. That gets you a faster answer.