Introduction

The NextGen Chargify HubSpot integration seamlessly integrates the customer relationship management operations users manage in HubSpot with the day-to-day subscription billing operations.

Customer and Contact data is synchronized bi-directionally to maintain parity between both applications. As the Chargify product catalog synchronizes over to HubSpot’s Product Library, users are enabled to build HubSpot deals and associate product and component as HubSpot line items, thereby also enabling native HubSpot features like quotes, snippets, etc. The subscription creation is facilitated by the deal properties and line item associations. Streamlining your entire sales process to be managed via HubSpot with Chargify automating all recurring billing and subscription related activities, making the best use of these systems.

Note: This integration is in beta status. For beta access, please contact our support team for assistance.

Availability & Requirements

  • Works with test and production HubSpot accounts
  • Only available using Chargify Relationship Invoicing
  • Supports Multi-Site
  • Supports Multi-Currency
  • Available on HubSpot Starter, Professional, & Enterprise Plans
  • Default “Appointment Scheduled” and “Closed Won” stages in the default “Sales” pipeline required
We strongly recommend testing the integration in a HubSpot Test account prior to enabling it in production. The most common issues that arise from using the integration are connecting to the wrong HubSpot account or finding the filter activity to display the Chargify Timeline Events.

Integration Overview

Once the Chargify product catalog has been created the integration will create Line items in the HubSpot Product Library. The Chargify catalog is flattened in HubSpot as all products, components, and coupons become line items in HubSpot. For this reason, products and components are not automatically segmented based by the product family. Users with complex, multi-product-family catalogs are encouraged to set up product library folders in HubSpot to organize the line items for easy and accurate use.

Existing Chargify Customers will automatically sync into HubSpot as Contact Records. Users have two options when syncing the customer data. The user can have the HubSpot information overwritten or maintained as-is in HubSpot when a matching email addressed is identified. Also note that If there are multiple customers in Chargify with the same email address, only one is transferred (first in the order that comes back from Chargify list customers for site endpoint.) This may change in the future.

Trial Period

You can signup for a HubSpot Test account on the Enterprise Plan for a 14-day trial. Once you have created the Test Account navigate to the top right corner of the HubSpot UI on your “Company Name” toggle the drop down and click on “Pricing & Features”. Ensure that you have selected the Sales Enterprise for a 14-day trial and begin testing.

In the event that your HubSpot trial test account expires, all Chargify data will still available but the creation of subscriptions will be limited due to the HubSpot limitations of custom objects, products, and quotes. These features are not available on the Free plan. If you'd like to extend your trial, please contact HubSpot support to request an extension. The HubSpot team will process your request for a trial extension as quickly as time allows.

Synced Fields

The following fields from the Chargify customer, product, and subscription objects will be synced to HubSpot as detailed in the following tables.

Chargify Customer & HubSpot Contact

Chargify Customer Fields HubSpot Contact Fields
First Name First Name
Last Name Last Name
Email Email
Phone Number Phone Number
Organization Company Name
Shipping Address Line 1 Street Address
Shipping City City
Shipping Stat State
Shipping Zipcode Zipcode
Shipping Country Country
Tax Exempt Tax Exempt
VAT Number VAT Number
CC emails CC emails

HubSpot Deals to Chargify Subscriptions

HubSpot Deal Fields Chargify Subscription Field
Product Library Line Item Product Price Point
Product Library Line Item Component Price Point
Line Item Setup Fee
Line Item Tax Fee
Net Terms Net Terms
First Billing Date Next Billing Date
Collection Method Payment Method
Send Invoice Emails Send Invoice Emails
Currency Currency

Chargify Product Catalog & HubSpot Product Library

HubSpot Product Fields Chargify Product Fields
Product Library Line Item Product Price Point
Product Library Line Item Component Price Point
Product Library Line Item Coupon
Line Item Quantity Component Quantity
Line Item Billing Frequency Product Interval

Build Deals using the Chargify Product Catalog(Product Library)

Users can create a new HubSpot deal directly from the Contact record or from the Sales view to associate a deal with one or multiple contacts. Each deal must be associated with one billable contact for the subscription to be created in Chargify after the deal is closed.

Note that Chargify specific fields are enabled for selection and/or entry in the HubSpot user interface including:

  • Tax Exempt: A yes/no setting. If left blank the default of ‘No’ is used
  • CC Emails: Text field in which additional contact emails separated by commas can be entered
  • VAT Number: An optional field to enter VAT number if applicable
  • Any Chargify Custom Fields associated to the Subscription Source Type: An optional setting if Custom Fields were created before the initial sync

Note that Chargify specifc fields are available for subscription creation and are also enabled in the HubSpot user interface including:

  • Collection Method: The method to be used for collecting payment for the subscription: automatic (via credit card) or remittance (manually remitted payments)
  • First Billing Date: Used to set a future first billing date. If left blank, the first billing date will be the date the subscription is created.
    • Note: For the payment processing of automatic collection subscriptions, credit card payment information must be on file. Select a future first billing date for automatic subscriptions so your new subscribers have time to enter the required credit card information via the subscription’s self service page (see notes below on the self service page).
  • Net Terms: Used to add a number of days past the renewal and therefore invoice issue date for when the invoice is due for payment.
  • Send Invoice Emails: An optional setting to modify if the subscriber will receive invoice emails. If left blank, the setting will default to the Chargify site setting
  • Any Chargify Custom Fields associated to the Subscription Source Type: An optional setting if Custom Fields were created before the initial sync

Once the basic deal is set up, users add line items to the deal based on the products and components in the Chargify product catalog. In HubSpot, there are two ways to manage the workflow of adding line items to the deal.

The HubSpot deal creation user interface has a drop down from which you can select and add line items to the deal. This drop down can be searched for quick access to specific products, components, price points and coupons. Note that the list will contain all available product, component, price points and coupons.

For more complex product catalogs, users may choose to instead add the line items from the HubSpot Product Library user interface. Note, this enables the HubSpot feature of organizing the Products in the Hubspot Library into folders for easier navigation of large product catalog sets.

Note: Editing the price on the line item on the deal in HS will NOT be reflected in the resulting subscription. It will use the prices from the selected catalog items as synced from Chargify. This is due to the product/component and price point ids being used to map those entities across both systems

Note that the Billing Frequency of each line item is automatically populated based on how it is set up in the Chargify product catalog. Note also, that ARR, TCV, values etc. are also automatically calculated based on the line item configuration. HubSpot defaults contract value to 12 months, but you can update that if applicable. More importantly all Chargify components get synced as one-time line items that can be adjusted to provide flexibility to manage those contract values in the HubSpot UI as applicable per deal.

Because the Chargify integration uses HubSpot native line item functionality, users can also seamlessly create Quotes based on the line items associated to a HubSpot deal. Many Hubspot operations rely on the associated line items records to build a contract or order, so we want to to continue enabling HubSpot users by providing similar functionality.

Once the line items have been selected the sales rep will need to “sync deal with Chargify” before generating a quote in HubSpot. The calculation for discounts, taxes, etc will still be managed by Chargify and synced over to HubSpot line items. At this time only per unit pricing schemes are handled for components.

HubSpot does not associate Quote based properties back to a deal record. The Chargify + HubSpot integration will create associated line items on a deal record to represent coupons, setup fees, and taxes. This will occur as long as the subscription preview is synced with the deal record and the right properties are represented on both the Contact and deal records.

Once created, a hyperlink to the Quote can be distributed, downloaded as a pdf, or you can connect your email account to HubSpot for direct sending and logging of the activity in HubSpot. More importantly the user will be able to create a subscription record from the associated deal by navigating to the subscription preview view.