How It Works
The HubSpot Integration creates a two-way connection between Proposify and HubSpot, so your sales data and your documents stay in sync automatically, no manual copying required.
Once connected:
- Contact, company, and deal data syncs from HubSpot into Proposify
- Document activity and status updates push back to HubSpot
- You can create and manage documents right from inside HubSpot
- Coming soon: deal line item sync to Proposify tables
Any time a record is added or updated in HubSpot, Proposify picks up that change, and any document linked to it updates on its own.
Bringing that CRM data into your documents is handled by FlexData. Instead of manually mapping each field ahead of time, you choose the fields you want from HubSpot during the initial configuration, and Proposify uses them exactly as they come in: no pre-built mapping required!
Right now, FlexData pulls individual fields from a single record, things like a deal's amount or a contact's email. It doesn't yet support lists, like every line item on a deal or every contact on an account; that's in development - more on this below in Key Features and Benefits.
Setting Up Your HubSpot Integration
Before setting up the integration, ensure you have:
- An active Proposify account with admin or integration-related permission,
- A HubSpot account with appropriate permissions
Enable the Integration
- In Proposify, click on the Integrations icon in the left sidebar, and on the main integrations page, select the HubSpot card:
- Click on Connect in the HubSpot Connection card:
This will ask for the connection permission, and once that has been approved, you'll see the connection card with a green dot, versus yellow:
- Be sure to connect to Proposify, and then select Next.
Mapping Fields
Now it's time to set up your objects! Choose which Object Types you'll like to eventually pull from, like Deal, Contacts, Line Items, etc:
The Object Fields will let you customize what information you actually will need, and what you'd like to use in your documents. Things like, Deal Name, Create Date, etc are options you can choose from the Deals Object:
Once you select all applicable fields, click Finish. You can revisit this and adjust at any time by going to the HubSpot integration card from the integration page, and select Reconfigure.
Key Features and Benefits
Two-Way Sync
Updates flow in both directions. Changes in HubSpot show up in your linked documents, and document activity in Proposify gets pushed back to HubSpot.
Work Inside HubSpot
With the managed package, you and your team can create and send Proposify documents without ever leaving HubSpot.
FlexData: Bring In Any CRM Field
Rather than being limited to a list of pre-built fields, you can import any single field from a HubSpot record, opportunity, contact, company, or custom object, and use it directly in your document. Once a document is linked to a deal, those fields fill in automatically and update whenever HubSpot changes. Lists of fields, like a full set of line items or contacts, aren't supported yet, but this is in development and will roll out in the future.
Automatic Updates
You don't need to refresh anything manually. When a linked record changes in HubSpot, your document updates on its own. Once a document is signed or won, the values lock in place for that document.
Line Item Sync (Coming Soon)
Once a document is linked to a HubSpot deal, Proposify will auto-generate the line items, and future updates from HubSpot will sync directly into the document. We're also working on dynamically displaying pricing information from HubSpot within your document templates.
FAQs
What is FlexData?
It's the framework behind how Proposify pulls CRM data into your documents. Instead of pre-mapping every field, you choose what to bring in from HubSpot, and Proposify uses it as-is. Connect a document to a deal, and those fields fill in automatically and stay current.
Can I pull in a list of items, like all my line items or contacts at once?
Not yet. FlexData currently works with individual fields from a single record. Lists, like every line item on a deal or every contact on an account, aren't supported yet, but this is in development for V3.
Do I need to map every field manually before I can use it?
No. That's the old way of doing things. With FlexData, you just choose the fields you want from HubSpot, and they're available to drop into your document, no manual field-by-field mapping required.
What happens to the data if a document is signed or won?
The values lock in for that document at the time it's signed or won, even if the linked deal in HubSpot changes afterward.
Can I change which fields are synced after I've set everything up?
Yes. Go to the HubSpot integration card from the Integrations page and select Reconfigure to adjust your object types and fields at any time.
Still have questions? Reach out to our support team and we’ll be happy to help!