Evaluating HubSpot & NetSuite Integration Options

Apps Third-Party Apps
1

Hi everyone,

We are currently planning to integrate our HubSpot environment with NetSuite. At the moment, we are using HubSpot’s native integration, but due to reliability issues and limitations, we are exploring alternative solutions.

Our primary use case is:

  • When a deal is marked as closed-won in HubSpot, we need to trigger an action to create a NetSuite Quote based on the HubSpot deal record and signed quote record.
  • Additionally, we need to sync HubSpot Quote line items (Items, Discounts, etc.) to the corresponding NetSuite Quote.

While researching, I came across SyncSmart, which seems to be a good choice based on community discussions. However, I recently learned that Zapier also provides integration capabilities between HubSpot and NetSuite and is a HubSpot-certified app.

I’d love to hear from anyone who has experience with Zapier for HubSpot-NetSuite integrations. Specifically:

  • Has anyone implemented a similar integration?
  • What are the limitations of using Zapier for these kinds of use cases?
  • Are there any other solutions that offer better reliability and flexibility?

Looking forward to your insights.

My previous posts and posts I have gone through:

https://community.hubspot.com/t5/APIs-Integrations/Seeking-Advice-Custom-HubSpot-and-NetSuite-Integration/td-p/1079166

https://community.hubspot.com/t5/Sales-Integrations/NetSuite-Integration-Question/m-p/921396

https://community.hubspot.com/t5/APIs-Integrations/Hubspot-to-Netsuite-Integration/m-p/1064547#M77913

https://community.hubspot.com/t5/APIs-Integrations/Hubspot-Netsuite-Integration-Deals/m-p/1090754#M79302

Thanks in advance!

2

Hi @Anupa_Dayaratne, I hope that you are doing well!
I’d like to thank you for sharing your valuable feedback! This means a lot to us.
I have shared it internally to bring more visibility to it.
For information, here are the documentation about the native Netsuite integration and Zapier integration for reference.
Also, you might want to take a look at this thread “NetSuite/HubSpot Integration” where other integrations are mentioned.
Now, let me put you in touch with some of our Top Experts and Community Members to have their insights:
Hi @TMHW, @nickdeckerdevs1, @MDiaz705, @ZDev, @SHQNY, @tmcginnis, @Jnix284, @EMcGrath, @JMcElroy, @GPFlores15, @KZwemmer, @JCarolan, @EsteeH, @LStrubing, @TomM2 do you have experiences or thoughts you’d like to share to help @Anupa_Dayaratne, please?
Thank you so much in advance for your insights! :star:
And please @Anupa_Dayaratne, let me know if there is anything else I can help with. I’ll be delighted to do so!
Have a wonderful day! :sun_with_face:
Best,
Bérangère

3

Hi @HubDoPete, @danmoyle, @franksteiner79, @ECanicosa, @RO_Salesman, @Crystal_Hopper, @DAndrione, @Kevin-C, I am adding you to this thread as well since you might have insights you’d like to share.
Thank you very much! :heart:
Best,
Bérangère

4

Hi @Anupa_Dayaratne - I love the resources you share to show what you’ve looked through. That’s above and beyond - bravo!

In my experience, Zapier is the go-to for third party syncing like what you’re looking for. I’ve had several colleagues and clients use it successfully.

If you’re interested in Operations Hub, you might also be able to use custom code and webhooks in Workflows, which might be another option.

5

If I were in your situation @Anupa_Dayaratne, my preference would be to build a custom integration leveraging the API directly to create the exact configuration you need.

Yes, Zapier is a certified third-party app, but you would either need to leverage existing Zaps or you would most likely still need someone to create a custom Zap for you. Zapier leverages the NetSuite and HubSpot APIs to make this happen.

The way I like to think about Zapier is that it is a pre-built tunnel that connects HubSpot to other software, in this case NetSuite. This tunnel allows data to flow in one or both directions, following specific instructions based on predetermined options you can select. Essentially, the information is going from NetSuite to Zapier to HubSpot.

A custom integration would allow the data to flow directly from HubSpot to NetSuite and vice versa.

A few things to note:

1 - if the native NetSuite integration for HubSpot doesn’t have what you need, it’s possible there isn’t an endpoint available for that data. The first thing you need to do is explore whether NetSuite has the proper API endpoints to reach the data you need.

You’ll also want to review HubSpot’s line item API to make sure you can pass the data from HubSpot back to NetSuite.

2 - how much data is being passed on a monthly basis? Zapier has a free plan, but it has limits. If you’re going to have a high volume of Zaps, you will want to review Zapier’s pricing to determine if it’s the best option (it might be a lower monthly cost than upfront development, but you’ll pay it indefinitely and be at their mercy).

3 - custom zaps require maintenance just like custom integrations would, if you don’t have someone on your team that is well-versed in Zapier it could become a nightmare to manage (I’ve seen this happen, although I’ve also seen the opposite, just saying it is a possibility).

Once you determine whether the APIs have the data points you need, I would create a data mapping diagram that shows how the data will flow from one system to another. This will help you to convey the scope of the project to provide to your developers (whether internal or if you decide to hire someone).

6

I’d follow @Jnix284 in this one for sure.

7

Thank you very much for this excellent explanation. This information is incredibly helpful to us. I sincerely appreciate everyone who contributed to this discussion. Your insights and support are truly valuable! :clap:

8

You’re very welcome @Anupa_Dayaratne, that’s what the community is for! I’m glad that it was helpful and wish you the best with your integration project!

9

I also recommend @Jnix284 's approach.

Zapier is a great way to prototype what you want to make happen, but if the number of zap actions creep up, it can soon outweigh the cost of a custom integration.

Also, Zapier’s less suited to iterative loops, such as iterating through multiple line items to recreate each one in your other system, such as from a HubSpot Quote.

And Zapier’s actions are usually single API calls per action. A custom integration will use batch calls for synchronising iterations of records such as line items - for example, creating 100 line items in a single API call.

HubSpot, like most APIs, has rate limits you must not exceed. When you exceed them, Zapier can struggle to deal effectively with the 429 Secondly errors, telling your zaps to slow down and try later.

Prototype with Zapier if that helps - but plan to custom code the longer-term production version.

best

Pete

10

Love the additional details and context, thank you @HubDoPete! :raising_hands:

11

Hello,
We’ve evaluated both Zapier and SyncSmart for this use case. Zapier can work for basic triggers/actions but lacks robustness for syncing complex objects like quotes and line items across platforms. SyncSmart or middleware like Celigo or Workato offer deeper NetSuite object support, better error handling, and bi-directional sync. For reliability and flexibility at scale, I’d recommend going beyond Zapier.

Oliver Kendrick

12

Hi @Anupa_Dayaratne
I chimed in on your other thread earlier; picking up here with a bit more detail because I really like to help. For your use case, I wouldn’t rely on Zapier for production.
It’s fine to prototype, but quotes with multiple line items, discounts, and retries on 429s usually outgrow single step actions.
The native app also doesn’t assemble a NetSuite Quote from a signed HubSpot quote as you described (Connect HubSpot and NetSuite).
Quick checks so you do not lose time: do you truly need NetSuite Estimates and not Sales Orders, and will quotes be amended after signature with two way updates back to HubSpot?

13

Zapier can handle simple HubSpot NetSuite actions, but it tends to fall short once you need full transaction records with line items, discounts, and proper associations. Creating a NetSuite Estimate from a HubSpot deal/quote is usually where things get messy.

If you want something more API-level, Skyvia is worth checking out. It can read the closed-won deal, pull the related HubSpot quote and items, and create the corresponding Estimate in NetSuite with the child records included. Just note it runs on a schedule rather than real-time triggers. You can find more details here.

If line-item handling and reliability are your main concerns, this approach is generally more stable than what Zapier can offer.