As a salesperson, your sole focus is on fostering client relationships and closing new business. Once you’ve closed a deal in HubSpot, a handoff is needed to ensure finance teams receive the information they need, including signed agreements, payment schedules, client billing information, and special terms or promotional offers applied to the sale. This process is critical and often time-consuming. Any lag or manual error in the process can slow down invoicing, disrupt fulfillment, and negatively impact the customer experience.
Thanks to HubSpot integrations, your sales-to-finance handoff is streamlined with automated workflows.
At Venn Technology, we have years of experience integrating customer resource management (CRM) systems with enterprise resource planning (ERP) software and other finance tools. Our HubSpot Order Entry Workflow automatically syncs data from HubSpot to your ERP, ensuring every deal is processed accurately. In this post, we’ll walk through what a typical order entry looks like in Hubspot and how Venn’s integration streamlines the process.
The Dilemma: Manual Entries Create Risk and Waste Time
Traditionally, when a deal is closed won in HubSpot, sales reps and accounting staff are often required to export information, re-enter it in their ERP system, and manually update systems to keep them in sync. These manual efforts are error-prone, often including incorrect client details or missed line items. Then, when those mistakes happen, it takes even more time to go back and fix them.
The Solution: Venn Technology's Automated Order Entry Workflow
With Venn Technology’s integration between HubSpot and your ERP system, your sales-to-finance handoff is transformed and automated.
How it works: HubSpot + ERP Integration
1. The Deal is Closed in HubSpot
Your sales team works directly in HubSpot, using its robust CRM features to manage leads, track deals, and ultimately close new business by making deals as “Closed Won.” Custom fields (such as products, services, quantities, and prices) ensure all the necessary details are captured at the point of sale.
2. The integration triggers
Your sales team works directly in HubSpot, using its robust CRM features to manage leads, track deals, and ultimately close new business by making deals as “Closed Won.” Custom fields (such as products, services, quantities, and prices) ensure all the necessary details are captured at the point of sale.
3. Customer and order creation in your ERP
First, the integration checks to see if the customer is already created in your ERP (i.e., Sage Intacct). If the customer doesn’t exist, a new record is created and completed with the information sourced from HubSpot (billing address, contract information, etc.).
Then, it creates a matching sales order based on the deal details captured in HubSpot: items, quantities, pricing, and any custom data points your teams require.
4. Automated invoice generation
Once the sales order is created, your finance team can review, edit, and convert it into an invoice straight from the ERP. All the heavy lifting is handled by the integration, transferring data and reducing errors.
5. Two-way visibility (Optional for HubSpot Enterprise Users)
If you have a HubSpot Enterprise license, the integration can sync updates made in your ERP to custom objects in HubSpot. This includes invoice status, payments, billing history, and more. Your sales team now has access to their customers’ billing information without having to contact your accounting & finance team.
Demo: HubSpot Sage Intacct Integration
Watch the full demo of our HubSpot to Sage Intacct integration, including our automated workflow for contracts/subscriptions.
Key Benefits at a Glance
- Faster Sales-to-Cash Cycle: Order data is transferred to finance in real-time, speeding up invoicing and revenue recognition
- Error Reduction: Automated data transfer eliminates typos and the need for duplicate entries
- Customizable Workflows: Venn Technology makes field-level mappings fully adaptable for your specific business need—whether you sell products, services, contracts, or a mix
- Scalability: The integration supports multiple sales pipelines and can accommodate custom sales processes or deal structures
Ready to Eliminate Bottlenecks and Manual Data Entry?
If your team wants to accelerate its order-to-cash process, improve data accuracy, and empower sales and finance trams with up-to-date information, Venn Technology’s HubSpot to ERP integration is the right solution.
Book time with a Venn team member to dive into your specific use case and explore pricing options.
About Venn Technology
Venn Technology is an award-winning professional services firm specializing in integrating accounting, ERP, and CRM solutions for midsize organizations. Our software integrations are designed to put an end to siloed processes—saving clients time and money by eliminating error-prone, time-robbing manual operations that cause continual frustration and put organizations at risk. Our mission: Integrate. Automate. Be free!
