Data Sync April Office Hours - Thread for questions

Data Data Hub
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Hey everyone,

I was supposed to have open office hours later today. You know I consider these office hours as a cross between a personal customer support call and a webinar where - as a group - we try to give you a solution that everyone can learn a bit from.

Unfortunately I’m dealing with not one but two sick kids right now (it’s the flu season, is it not?) so I need to cancel todays office hour session.

That doesn’t mean I’m not able to tackle your questions asynchronously - and it goes without saying that this is always the case, regardless of there being office hours or not.

Either drop questions in this thread, or feel free to DM me.

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Hello! I was sorry to see today’s session cancelled, but as the mom of three, trust me - I get it. Thanks for opening this up for questions here. I run an agency, and I am working on scoping a proposal to onboard a new HubSpot client. I’m totally comfortable with all the marketing/sales hub components of their onboarding, but this will be my agency’s first foray into the ops hub and specifically data sync. I was hoping to use the office hours to just put out a general “HELP ME” request, because I’m not sure how to scope this.

The client is a manufacturer and they currently run their operations on the NetSuite ERP. They also rely heavily on NetSuite’s CPQ functionality for quoting new business. Although we’ll be moving much of their sales functions over to HubSpot, they have decided they want to continue to use NetSuite for quotes. Therefore, we need to build an integration between HubSpot and NetSuite, and they’ve agreed to buy ops hub so they can take advantage of data sync so we can do custom field mapping.

My agency is not super technical, and to date our experience with integrations has primarily just been garden-variety HubSpot-Salesforce integrations. I have a spreadsheet template we use to map data flow for Salesforce integrations, which I can use for this client. But beyond that, I’m a little lost. Once we have our data flows mapped out, what happens next? What type of access will I need with their NetSuite system? How much time I should allocate for this process? What other questions am I not even thinking of? Are there any other HubSpot resources anyone here can point me toward?

Thank you!!!

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Hi Beth -

I know my colleague’s gotten back to you in the meantime so in the interest of sharing this with the community (no company secrets here) I’ll paraphrase the reply for others to learn too, most credits go to my colleague.

First off, make sure this Netsuite data sync app is going to cover their needs. The most crucial thing to note is what you can see on the “shared data” tab on the marketplace listing. This is the data in scope of syncing. To note as well, is a workflow action that this app will unlock to allow to push a deal into Netsuite as an ‘order’. (But it’s not a sync of orders). If the right data points are being covered, then it’s worth giving this app a try. It’s free to try after all, unlike other integrations on the marketplace that have a setup cost (but allow for deeper integration).

While a lot of data sync apps are relatively easy to setup, Netsuite Data Sync takes a bit more prep - so make sure to take a look at this KB: Connect HubSpot and NetSuite

It talks through the requirements to install the integration for both systems (the set-up steps on the NetSuite side must be performed by an administrator in their account). While the steps seem daunting, I’ve personally found that Netsuite admins are actually pretty familiar with the steps we outline in our KB.

Once the app is authenticated you get to setting up the sync in itself.

From there, the process is not going to be entirely dissimilar from your SF/HubSpot integration.

You will need to configure your sync settings:
1. Set up the sync rules: 2 way? 1 way - from HubSpot to Netsuite? Netsuite to HubSpot? Do you need to apply filters? How should data conflicts be resolved?

2. From there you need to customize your field mappings. In addition to the guidance found here, I would also recommend reviewing the default field mappings and additional custom field mapping options outlined on this integration link. It would be optimal to determine these mappings (as well as any limitations in the data that can be mapped) prior to setting up the integration, though you can also just run the sync and adapt accordingly. It will trigger a resync each time you tinker with the setup though, so that will take some time in case the databases are large.

3. Then, review the associations - you need to setup multiple object syncs for those to work.

4. Finally, review sync health

Once you have determined the mappings, the actual set-up shouldn’t take an exceptional amount of time, but I would always leave space to account for sync errors.

Under the “feature discovery” tab you’ll find a link to install the workflow extension should you need orders created inside of Netsuite.

Because this is a HubSpot app, however, you should be able to lean into HubSpot support to dig further into sync issues that might occur.

Best of luck

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Thank you!!! This is so helpful for me and hopefully others out there too!