Hi @danielruch , nice use case.
For a clean “machine inventory” in HubSpot, model each asset as a custom object (e.g., Machines) and associate it to the Company.
Create properties for serial number (set as the primary display and require unique values), commissioning date, warranty end, contract status/type, and next service date. You can build this natively in Settings > Objects > Custom Objects, then add associations to Companies, Tickets, and Deals so service history and commercial context live on the same record (Create and edit custom objects )
For maintenance, let HubSpot do the reminding. Use Workflows to trigger tasks, emails, or ticket creation when “Next service date” approaches or when contract expiry is within X days. If you’re on Service Hub, auto-create a Ticket and associate it back to the Machine and Company so your team works from one timeline; you can also re-enroll on each renewal cycle (Create workflows )
Association labels help a lot here: label relationships like “Installed at,” “Owner,” or “Under maintenance” so reports and automations target the right companies and records
On the ERP sync, upsert by serial number as the external ID so you avoid duplicates. Map date fields 1:1, keep enumerations aligned for contract status, and send service events bi-directionally iff technicians update records on site.
If the ERP is on-prem, do you already have a secure path (e.g., SSH tunnel or VPN) for inbound API access, or will HubSpot pull from a staging database in the cloud? That one detail changes how you schedule updates. When this hinges on reliable two-way sync, Stacksync handles the mapping and timing so records stay consistent without manual patches.
