HubSpot integration
Link HubSpot contacts to customers and prepare invoices from won deals.
HubSpot contacts and companies are linked to Imprest customers, and closed-won deals or accepted quotes become draft invoices. Contact sync does not post to the ledger, and each draft is reviewed before it is recorded or sent.
HubSpot
ImprestHow it works
Three common scenarios, step by step.
CRM contact linked to a customer
Matches the contact to an existing customer before a new customer is created.
Example: an existing Imprest customer, Morgan, who appears as a HubSpot contact with the same email address.
Contact updated
Details changed in HubSpot
Contact matched
Matched by email address by default
Conflicting details resolved
Reviewed before any field is overwritten
Linked customer in use
Later activity stays on the same customer record
The contact and the customer are linked after matching and conflict resolution. No accounting entry is created.
Invoice prepared from a won deal
A closed-won deal prepares a draft invoice for review.
Example: a closed-won consulting deal with one $1,200 service line and a linked customer.
Deal marked closed-won
HubSpot reports the sales milestone
Draft invoice prepared
Built from the deal's customer and line items
Draft invoice reviewed
Billing details confirmed against the agreement
Invoice recorded
Finalized through the invoice workflow
The finalized invoice records $1,200 due from the customer. Marking the deal won records no payment.
Accepted quote imported
The accepted quote is preserved without invoicing its deal a second time.
Example: a customer accepts a $2,000 quote tied to a HubSpot deal.
Quote accepted
The quote reaches its accepted state in HubSpot
Estimate and draft invoice created
The accepted line items carry over
Existing invoice checked
The quote and its deal share duplicate protection
Billing handoff reviewed
The draft is ready to finalize through the invoice workflow
The accepted quote is linked to its estimate and the intended invoice after import and review. No second invoice is recorded for the same deal.
Scope
Synchronized data and your controls.
Data synchronized
Contacts and companies, updated by webhooks and refreshed by scheduled polling. Draft invoices from deals and quotes depend on supported webhook notifications rather than the polling schedule, so confirm that each expected draft appears.
Your controls
HubSpot remains the sales workspace. A won deal is not a payment, and an imported draft invoice is not posted revenue. Connection settings control matching, outbound customer sync and conflicts, and your team reviews the customer and line items in Imprest before finalizing an invoice.
Set up
Setting up HubSpot.
Requirements
- An Imprest account.
- A HubSpot user who can install apps, such as a Super Admin or a user with App Marketplace access.
- A separate HubSpot account for each Imprest company. One HubSpot account connects to one Imprest company at a time.
Install HubSpot
- Go to Ecosystem, then Apps, and choose HubSpot.
- Choose Connect HubSpot and sign in to HubSpot.
- If you belong to more than one HubSpot account, pick the one to connect. It cannot be changed later without disconnecting.
- Review the permissions and approve.
- Optionally review the sync settings under Ecosystem, then HubSpot, then Settings. The defaults can be left as they are.
The first sync imports HubSpot contacts and companies as customers, and work can continue while it runs.
Full HubSpot setup guide →All integrations →HubSpot is a trademark of its owner, used here only to name the service Imprest connects to.