Using the HubSpot Integration

Using Multi-Currency on HubSpot Deals

For Hubspot deals, the “Currency” Property will be required to determine the currency. When creating a deal, select the currency to be used for the deal.

The integration will then present pricing of the deal line items in that currency both in the product catalog as well as on the deal and on HubSpot quotes.

Preview a Chargify Subscription on HubSpot Deal Record

After the HubSpot user(sales rep) has created the correct associations between the deal, the line items, & the billable contact. The Deal Record will display a HubSpot timeline event on the Deal Record view. This will be used to display additional actions like the “create subscription” action. The users will need to ensure the Chargify Integration Timeline events have been toggled as one of the filtered activities on the deal view.

Note: The first time the integration is used, you may need to select the Chargify integration in the Filter By: Filter Activity dropdown at the top of the Activity view in HubSpot.

The Subscription Preview shows a preview of both the first invoice as well as the next ongoing invoice. This makes it easy to see what will be initially invoiced and how it differs from ongoing subscription fees in the case where one-time fees, or discounts are applicable. Taxes are also calculated and displayed in this Subscription Preview if the products on the deal are taxable, the contact is not tax exempt, and the contact’s address has been included such that Chargify can determine the correct tax rate based on the jurisdiction.

Note that if a user has selected incompatible line items, such as components and products from different Chargify product families, then those line items will not be displayed on the Subscription Preview and will not be added to the subscription in Chargify once created.



Sync Deal Record with Chargify Subscription Preview

This action allows sales and finance teams to solidify their sales to finance hand off process. The sales reps will be able to leverage the Chargify engine to auto-generate any tax, setup fees, or discounted line items and associate those to the deal record being processed through the sales pipeline. When the sales representative triggers the action they can verify that all of the correct line items are reflecting on both the invoice & quotes.

All Coupon, Component, and Product permutations will be available via the HubSpot Product Library. Once those line items have been associated to the deal record the Chargify Subscription Preview is adjusted accordingly. In the case that taxes, discounts, or setup fees are included in the line items the sales rep will be required to trigger the “sync deal with Chargify” action in order to get the correct taxable and discounted amounts on the deal line items.

Creating a HubSpot Quote From Chargify Products, Components, Coupons, Taxes, and Setup Fees

Once the deal has been synced with Chargify’s robust billing engine and reviewed by the sales representative. The sales rep will be able to leverage the newly associated line items to the deal to display discounts, setup fees, and taxes on the quote. This quote-to-cash integration allows Chargify users to continue leveraging their existing CRM to manage quotes, customers, etc.

Note: The quote will need to be created from the Deal Record View. In other words clicking the "+Add" button on the quote section of the deal view. View screenshot above.

Using HubSpot Snippets for Quote Purchase Terms

Due to HubSpot API limitations Chargify cannot create snippets, or access certain quote functionality through the integration. The user would have to create and manage the snippets manually through the HubSpot user interface. These purchase terms can be used to reflect the volume, tiered, or stair-step thresholds that admins setup inside the Chargify product catalog.

Create a Chargify Subscription from a HubSpot Deal Record

If there are multiple contacts associated with a HubSpot deal, users can select the appropriate billing contact from a dropdown menu. This is the contact which will be used for the customer record in Chargify.

When everything is configured correctly, and the deal line items reflect the same values and amounts as the subscription preview. The user will be able to create the Chargify subscriptions from the HubSpot Subscription Preview timeline event by simply clicking the “Create Subscription” button.

Note: Some permutations might be restricted based on Chargify catalog settings. As an example: Chargify Coupons could have restrcitions to certain products/components. If there is a mismatch and the coupon is associated with a restricted product an error will be raised.

Upon subscription creation, the user will see a confirmation message.

After creation of the subscription, the Self-Service Page URL created by Chargify is also populated on the HubSpot deal.

This URL can then be sent to new subscribers for secure entry of their credit card payment information as required for automatic collection subscriptions. Note that for automatic collection method subscriptions, if the subscriber does not enter their credit card details prior to the first billing date, the subscription will become past due and enter your defined dunning process.

Viewing Chargify Subscription Details

Chargify Subscription details like status, total revenue, current balance, net terms, and next billing date are all viewable in the CRM Card stored in the Contact or Deal records associated to the subscription. Any updates that occur inside Chargify will sync back to the HubSpot CRM card to make available for your visibility. This ultimately gives you the ability to keep streamlined operations between your CRM and Chargify’s Subscription management engine.

Viewing Invoice Details

A few details of the invoice like Invoice ID - Status - Payment Collection Method, Invoice Due Amount, Invoice Paid Date, Invoice Paid Date, Credits Used and a public link to view the invoice details.

General Subscription Actions available via the HubSpot User Interface

Note: The Chargify Admin will be able to decide which actions get exposed to the HubSpot UI.

Refer to the Sync Options

  • Subscription Cancellation
  • Subscription Reactivation
  • Pause Subscription
  • Resume Subscription
  • Give/Deduct a service credit
  • Record a prepayment

Chargify Events to create Contact or Deal timeline activities

Stay up-to-date and track subscription related timeline activities within the Contact or Deal record views. This provides visibility for your client services teams to make meaningful decisions and provides the admin the levers to determine which events are relevant to the business need. For more details on which events are available read here.

Auto-create a new deal from quantity component allocation increases

HubSpot users will be able to auto-create new deals from Chargify quantity allocation increases events. In the same way the users can create new allocations directly inside the HubSpot user interface. This is used specifically for quantity based components. All other components need to be managed directly inside the Chargify UI.

Product Library Matching Rules

  • When Chargify Products and Components sync to the HubSpot Product Catalog the price point ID is used in the Product’s SKU property. The integration will use the object name (product/component) and thhe price point ID to identify the items across both catalogs.

Attributing Chargify Metadata with HubSpot Properties

This is configured by the admin at the time of implementation. Please Review Step #2 of the Chargify Setup in the installation guide. This will require Chargify generated Custom Fields before connecting the integration. The integration will create the necessary properties and make any drop downs, radios, or text input properties available in the deal or contact creation view.

Note: Custom Fields can also sync over from Chargify to HubSpot if those are changed or updated on the Chargify Side. Those changes would be viewable in the HubSpot CRM card Subscription Details view.
You will need to create these before connecting the integration. Any Chargify custom fields created after both systems are connected will NOT be available as Hubspot Custom Properties. These are only part of the initial sync