HubSpot Integration

#Integration capabilities

The HubSpot integration enables:

• Deal sync: Closed deals automatically create AR invoices in Light
• Contact sync: HubSpot contacts synchronize to Light customer master
• Company sync: HubSpot companies synchronize to Light customers
• Deal value tracking: Monitor deal progression and associated revenue
• Custom property mapping: Map HubSpot custom properties to Light fields

This creates a unified sales-to-accounting workflow.

#Setting up HubSpot integration

To connect HubSpot:

1. Navigate to Settings (gear icon) > Integrations > HubSpot
2. Click Connect
3. You're redirected to HubSpot to authorize
4. Enter your HubSpot login credentials
5. Review the permissions Light is requesting
6. Click Authorize
7. Light confirms the connection is active

Next, configure what data to sync.

#Configuring deal sync

Define how HubSpot deals become Light invoices:

1. Navigate to Settings > Integrations > HubSpot > Deal Mapping
2. Select Sync Deals: Toggle on
3. Configure deal stage filters:
   • Select which deal stages trigger invoice creation (typically "Closed Won")
   • Only deals in these stages will sync
4. Configure field mappings:
   • HubSpot Deal Name → Light Invoice Description
   • HubSpot Deal Amount → Light Invoice Total
   • HubSpot Deal Close Date → Light Invoice Document Date
   • HubSpot Associated Company → Light Customer
   • HubSpot Deal Owner → Light Sales Rep (for reporting)
5. Save mappings

Light validates mappings for consistency.

#Company and contact sync

Sync HubSpot companies and contacts to Light customer data:

1. Navigate to Settings > Integrations > HubSpot > Company Mapping
2. Select Sync Companies: Toggle on
3. Configure field mappings:
   • HubSpot Company Name → Light Customer Name
   • HubSpot Company Domain → Light Website
   • HubSpot Company Industry → Light Industry
   • HubSpot Company Phone → Light Phone
4. Save

For contacts:

1. Navigate to Contact Mapping
2. Select Sync Contacts: Toggle on
3. Configure mappings for contact information

#Deal pipeline and revenue stages

Configure which deal stages generate revenue recognition:

1. Navigate to Deal Mapping > Stage Configuration
2. Define stages and their revenue impact:
   • Proposal: No invoice yet (deal not won)
   • Negotiation: No invoice yet
   • Closed Won: Create invoice (recognized revenue)
   • Closed Lost: No invoice
3. Light syncs only deals in stages you've configured to generate revenue

This ensures you don't record revenue prematurely.

#Handling multiple deal lines

If a HubSpot deal includes multiple line items:

1. Create line items in HubSpot (via Products or custom configuration)
2. In Light mapping, configure line-item syncing:
   • HubSpot Product Name → Light Product
   • HubSpot Quantity → Light Quantity
   • HubSpot Unit Price → Light Unit Price
3. Light creates Light invoices with matching line structure

This preserves product detail from HubSpot.

#Sync frequency

Configure how often Light checks HubSpot for new deals:

1. Navigate to Settings > Integrations > HubSpot > Sync Settings
2. Select frequency:
   • Real-time: Check continuously (as deals move to closed won)
   • Hourly: Check hourly
   • Daily: Check daily at specified time
   • Manual: Only sync when you click "Sync Now"
3. Save

Real-time is ideal for tracking closed deals immediately. Daily is sufficient for most organizations.

#Monitoring sync activity

Track HubSpot sync history:

1. Navigate to Settings > Integrations > HubSpot > Sync History
2. View all past syncs:
   • Date/time
   • Number of deals processed
   • Number created, updated, skipped
   • Errors (if any)
3. Click any sync to see detail:
   • Which specific deals were processed
   • Which successfully synced
   • Which failed and why

This helps identify issues and track data flow.

#Manual sync trigger

Trigger a sync immediately (don't wait for scheduled sync):

1. Navigate to Settings (gear icon) > Integrations > HubSpot
2. Click Sync Now
3. Light immediately checks HubSpot and syncs new deals
4. You see summary of results

Useful when you close a large deal and need the invoice immediately.

#Handling sync errors

If deals fail to sync:

1. Check the error message in sync history
2. Common errors:
   • Missing required field: Deal missing a mapped field
   • Invalid amount: Deal amount not a valid number
   • Company not found: HubSpot company doesn't match a Light customer
   • Duplicate deal: Deal already synced (filtered out to prevent duplicates)
3. Fix the issue in HubSpot
4. Manually retry the sync

Tip: Create HubSpot validation rules to require fields before closing a deal. This prevents sync failures.

#Custom property mapping

Map HubSpot custom properties to Light:

1. Create custom properties in HubSpot (e.g., "Project Code", "Customer Segment")
2. In Light mapping, add custom property mappings:
   • HubSpot Project Code → Light Cost Center
   • HubSpot Customer Segment → Light Customer Segment Custom Property
3. Light syncs these properties for reporting and cost allocation

#Deal renewal and re-sync

If you renew a HubSpot deal (e.g., annual contract renewed):

1. HubSpot creates a new deal record for the renewal
2. Light syncs the new deal as a new invoice
3. Or, if you modify the existing deal amount, Light updates the Light invoice

Configure whether Light should create new or update existing invoices on deal changes.

#Forecasting and revenue tracking

Use synced deals for revenue forecasting:

1. HubSpot deals represent future revenue (pipeline)
2. Light invoices represent recognized revenue (booked)
3. Compare HubSpot pipeline (forecast) to Light AR (actual bookings)
4. Track deal progression: Pipeline → Closed → Invoiced → Paid

This provides full visibility from opportunity to cash.

#Reporting on synced data

Create reports analyzing synced deals:

1. Navigate to Planning & Reports → Reports
2. View revenue by:
   • Customer (HubSpot company)
   • Sales rep (HubSpot deal owner)
   • Deal stage progression
   • Close date trends
3. Compare HubSpot forecast to Light recognized revenue

Light's custom reporting integrates HubSpot data for full analysis.

#Troubleshooting sync issues

Deals not syncing: Check that deals are in the correct stage, verify required fields are populated, check filter criteria.

Wrong customer assigned: Verify company mapping, check for duplicate customer names in Light.

Incorrect amounts: Check field mapping, ensure HubSpot deal amount is being read correctly.

Duplicate invoices: Check sync history to see if deal was already synced, adjust sync filters if needed.

Connection failed: Re-authorize HubSpot integration, verify your HubSpot account has API access.

#Exporting synced deals

Export synced deals and associated invoices:

1. Navigate to Planning & Reports → Reports
2. Filter by date range, customer, or rep
3. Export to Excel or PDF
4. Analyze deal activity and revenue impact

#Deal attribution and reporting

Track which deals drive revenue:

1. Light invoices created from HubSpot deals include the source deal ID
2. Use custom reporting to analyze:
   • Revenue by deal size
   • Revenue by deal source/channel
   • Revenue by sales rep
3. Understand which types of deals drive profitability

#Related articles

• Integrations overview
• Salesforce integration
• API access and custom integrations
• Custom reports and filters