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SyncSmart NetSuite Frequently Asked Questions

Q: Can sales teams work in HubSpot but quote in NetSuite?

A: Sales reps can stay in HubSpot and quote in NetSuite using an extension (iFrame window directly in HubSpot). Once the quote is created, the integration can sync the updated quote fields back to the original deal, including the deal stage, amount, close date, and more.

Q: How does the quote to deal sync work?

A: SyncSmart can sync NetSuite quotes bidirectionally with HubSpot deals. Users can choose to map any of the quote fields bidirectionally so that NetSuite will update the HubSpot Deal after there are changes to a quote. For any quotes accounting teams create directly in NetSuite, the sync can create a new HubSpot Deal to reflect the won quote data (if desired). This would result in a single sales pipeline that includes all of a sales team's deals plus purchase orders entered by accounting.

Q: Can SyncSmart import existing NetSuite quotes to HubSpot?

A: Yes, SyncSmart can import quotes as part of a historical sync. Each NetSuite quote will be created as a HubSpot deal.

Q: Can SyncSmart auto-create HubSpot deals for renewals in a pipeline?

A: Yes, this can be done directly in HubSpot by auto-creating renewal deals using a HubSpot workflow. Trigger a closed/won deal to automatically create a new renewal deal with a future close date.

Q: If a quote or sales order is deleted in NetSuite, will it be deleted in HubSpot?

A: Deleted sales orders will not delete any data in HubSpot. This is standard functionality across all objects as SyncSmart will not delete data.

Q: Do all contacts between systems have to be synced?

A: No. SyncSmart allows for advanced filtering to control what syncs. For example, the integration can be configured to sync active contacts from one system to another and not touch inactive contacts.

Additionally, workflow logic can be set up so only contacts associated with a closed/won deal sync to your other system.

Q: How are duplicate records with duplicate emails addressed by the Sync?

A: HubSpot requires unique email addresses and does not support duplicate emails on contact records. Therefore, duplicate emails in the NetSuite system will flow into the same HubSpot record.

The best practice here is to manage duplicate emails in the other system to ensure unique contacts by email are syncing into HubSpot. The integration itself will not merge duplications and then sync automatically. The same applies to records deletions.

Q: For a one-directional sync, what happens to the opposing system? (Assume a one-directional sync for a field where NetSuite is the system of record and HubSpot is the opposing system.)

A: If the field is edited in HubSpot, it will not sync to NetSuite. NetSuite will be the system of record or source of truth and changes to NetSuite will always overwrite HubSpot.

Q: How are contacts mapped to companies? Does a certain ID need to be brought in?

A: The contact/company relationship will be synced over in both directions. For example, if someone creates company A with three associated contacts in HubSpot, the sync will create company A associated with the same contacts in NetSuite.

The sync will automatically match IDs. The only reason to load IDs in the system would be if someone were importing data from NetSuite to HubSpot. In these cases, SyncSmart matches IDs to avoid creating duplicates in the sync. Note: This does not apply if someone is starting with a fresh instance of a system.

Q: How would a company tie a NetSuite sales rep to a HubSpot user?

A: HubSpot owner is how SyncSmart syncs with NetSuite Sales Reps. Sales reps are matched by email address. As long as a NetSuite Employee record has a matching email address with the HubSpot User, the integration will sync record ownership one-way or bidirectional.

Q: Can companies have multiple contacts on an account or company?

A: Using custom owner properties on the HubSpot company, businesses can have multiple owners in HubSpot (account executive, customer success manager, etc.).

Q: How does a company avoid duplicates when companies exist in HubSpot and NetSuite?

A: To avoid duplicates before the integration sync is live, refer to these guidelines:

  • Ensure internal ID is set as a match field in the mapping sheet.
  • Ensure internal ID has been created as a custom property in HubSpot
  • Have client load NetSuite internal IDs to the internal ID property in HubSpot
  • When running the historical sync, duplicates will not be created
  • Integration will use internal ID as the primary match field moving forward with the ongoing sync

Q: How would a company sync leads as customers?

A: When syncing HubSpot companies to NetSuite customers, the integration will always create a customer record type in NetSuite no matter what the entity status is. If a client wants to have Lead or Prospect customer records created then the SyncSmart team will need to check the syncLeadsAsCustomers setting in the Install NetSuite v2 new customers config wizard.

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