Strainovic IT

bexio ↔ HubSpot: the won deal becomes the document

No more retyping deals. As soon as a deal in HubSpot is marked as won, the quote or invoice is created in bexio, with company, contact person and line items. The document number and payment status then show up in the deal.

Flow: a won deal in HubSpot becomes a quote or invoice in bexio, document number and payment status come back to the dealHubSpotDeal is markedas wonbexio ↔ HubSpotFinds orcreates companyand contactpersonbexioQuote orinvoice withthe deal’s lineitemsHubSpotDocument numberand paymentstatus in thedealFlow: a won deal in HubSpot becomes a quote or invoice in bexio, document number and payment status come back to the dealHubSpotDeal is marked as wonbexio ↔ HubSpotFinds or creates company and contactpersonbexioQuote or invoice with the deal’s lineitemsHubSpotDocument number and payment status inthe deal
Contact sync: when a company or person is changed in HubSpot or bexio, the change shows up on the other side too, and if both change at once HubSpot winsHubSpot or bexioCompany or personchanged, for exampleaddress or phonebexio ↔ HubSpotSyncs name, address,phone, email andlanguage, street andhouse number keptseparatebexio or HubSpotThe same details,person linked to thecompanyContact sync: when a company or person is changed in HubSpot or bexio, the change shows up on the other side too, and if both change at once HubSpot winsHubSpot or bexioCompany or person changed, for exampleaddress or phonebexio ↔ HubSpotSyncs name, address, phone, email andlanguage, street and house number keptseparatebexio or HubSpotThe same details, person linked to thecompany

The problem

HubSpot’s free app only syncs contacts, and only in one direction. Since bexio started keeping street and house number apart, addresses from HubSpot no longer arrive in bexio, nor does the link between company and person, and the language field is missing. A won deal produces neither a quote nor an invoice in bexio. So the deal gets retyped in bexio by hand, and anyone who wants to know whether it has been paid has to check the accounting.

Before and after: what the bexio ↔ HubSpot integration changesSo farRetype the deal in bexio by handWith the integrationThe quote or invoice is created fromthe dealSo farCompany and person not linkedWith the integrationContact person linked to the companySo farSync in one direction onlyWith the integrationContacts synced in both directionsSo farAddress does not arrive in bexioWith the integrationStreet and house number separated inbexioSo farPayment status only in the accountingWith the integrationOpen, outstanding amount or paid:shown in the dealBefore and after: what the bexio ↔ HubSpot integration changesSo farRetype the deal in bexio by handWith the integrationThe quote or invoice is created fromthe dealSo farCompany and person not linkedWith the integrationContact person linked to the companySo farSync in one direction onlyWith the integrationContacts synced in both directionsSo farAddress does not arrive in bexioWith the integrationStreet and house number separated inbexioSo farPayment status only in the accountingWith the integrationOpen, outstanding amount or paid: shownin the deal

What it does

  • Creates a quote or invoice in bexio for every won deal, with the deal’s line items; if the deal only has an amount, that becomes a line item
  • Finds the company in bexio by name or by the domain of its website, otherwise creates it; finds the contact person by email address and links them to the company
  • Writes the document number and the link to bexio into dedicated fields on the deal
  • Brings the status back into HubSpot at regular intervals: quote open or accepted, invoice open with the outstanding amount, or paid
  • If the deal changes while the document in bexio is still a draft, the document is updated
  • Every deal only once; if bexio is briefly unreachable, the transfer is retried automatically, and if a deal cannot be transferred, the reason shows up in the deal
  • Optionally syncs companies and people in both directions: companies with name, website, address and phone, people with name, address, phone, email and language; HubSpot’s single address field is split into street and house number in bexio
  • Links person and company on both sides; a new company from HubSpot is created in bexio, a new person only together with their company
  • The first sync only fills empty fields; after that every change goes to the other side, and if both sides change the same field, HubSpot wins
  • You turn contact sync on from the setup page

What it looks like

The screenshots show HubSpot and bexio in German.

HubSpot deal «Wartungsvertrag Gebäudetechnik 2027» at the stage «contract sent», with contact person Sandra Keller and company Muster Elektro AG
1. The deal in HubSpot, not yet won. Company, contact person and line items are in place.
The same deal at «closed won»; the bexio fields show quote number AN-00030 and the link to the quote in bexio
2. Deal set to «won»: shortly after, the quote number and a link to bexio appear in the deal.
Quote AN-00030 in bexio for Muster Elektro AG, contact person Sandra Keller, with the two line items from the deal and a total of CHF 6'918.40 including VAT
3. The quote in bexio, with contact person and the line items from the deal, VAT calculated.
The deal in HubSpot with the field «bexio Stand»: quote accepted
4. Once the quote is accepted in bexio, the deal shows it: «Offerte angenommen».

Setup

No programming, nothing to install on your computers or servers. Set up in a quarter of an hour:

  1. Add the app in HubSpot
  2. Click «Connect to bexio» and sign in to bexio
  3. Confirm your billing address, prefilled from your bexio company profile
  4. Confirm the prefilled settings

Document type, VAT rate, revenue account, unit and responsible user are prefilled from your bexio account. There you turn contact sync on by ticking a box. Signing in to bexio goes through my connection service connect.strainovic-it.ch, and the service itself runs on an Infomaniak server in Switzerland.

Price

  • Free for 30 days, no commitment, with your real deals
  • Then CHF 348 per year. It only becomes binding once you pay; without payment the transfer stops and no costs arise. The paid year runs to its end, no refund; nothing renews by itself, the next annual invoice is an offer

Try it

Try it free for 30 days

  1. Install the app in HubSpot; this needs admin rights. The app has not yet been reviewed by HubSpot, so HubSpot shows a warning, which you confirm by typing it in.
  2. Click «Connect to bexio» and sign in to bexio. The 30-day trial starts then.
  3. Then confirm your billing address, prefilled from your bexio company profile. The annual invoice comes by email 7 days before the trial ends, payable within 30 days, and the transfer continues until then; without payment no costs arise.

Prefer to ask questions first? Write to me.

To have e-mail enquiries, supplier invoices or reminders prepared by a language model as well, with approval in bexio: Connect AI to bexio and myfactory.

Strainovic IT, Steinach SG, developing for Swiss SMEs and agencies since 2016.