Logging High Volume of Sales on a Daily Basis

Smart CRM & Sales Hub Tips, Tricks & Best Practices
1

What are best practices for logging & associating sales to products/line items on a daily basis (sometimes hundreds of sales)? We get daily sales reports broken down by customer provided thru a 3rd party service that does not offer API capabilities. So far we have been saving these down in an Excel file and importing on a monthly basis, but want to transition from the Excel file on a monthly cadence to daily to build out daily & weekly sales tracking and reporting within HubSpot

2

Hi, @CRoss9 :waving_hand: Welcome to our community! Thanks for your question and for sharing your specific use case. Do you have any or some developer resources available? Or will you need to handle this using Operations Hub or a 3rd Party tool like Zapier? These additional details will help our community members to better understand how they can help and what to recommend for you.

Thanks! — Jaycee

3

Thanks Jaycee - We do not have developer resources or access to the Ops Hub. What is the best route to take to implement this strategy and make it scalable as we grow? Is Zapier easy to use?

4

Hey, @CRoss9 :waving_hand: Of course I’m biased towards Operations Hub which unlocks a lot of power natively in HubSpot. And the setup and tools recommended by @RubenBurdin are solid and scalable as well. It really comes down to your needs. Have fun testing! — Jaycee

5

You could use a no-code tool like n8n.io (or make.com or Zapier) to pull data from a CSV file and update HubSpot records through the API. In n8n, this could be done by reading a file from a Google Drive, for example, and then adding the data into HubSpot through a custom HTTP node API call to the line items endpoint.

6

Since your sales data is coming in daily via Excel (and without API access), you’re actually in a perfect position to streamline and automate this workflow using Coefficient and could do so in a day (likely even less)

Here’s how you can solve this with Coefficient:

  1. Use Coefficient’s 2-way sync (certified on HubSpot’s marketplace) with Excel or Google Sheets

    • Drop your daily sales reports into a connected Sheet (either by saving the file into a synced folder or copy/pasting into a template)
    • Map each row to HubSpot objects like Deals, Products, or Custom Objects, and use Coefficient to automatically push that data into HubSpot daily. You can set this up on the daily refresh schedule you need.

  2. Log & associate sales to Products/Line Items

    • Coefficient can help automate association logic in Sheets using navtive spreadsheet formulas or lookup tables, so each sale links properly to the correct product or contact. We have AI functionality in Sheets if you need it.

  3. Track Daily & Weekly Sales with Live Reporting in HubSpot (2 options)

    1. Option 1: Build your dashboards based on the daily data pushes in HubSpot
    2. Option 2: (If you hit HubSpot report limitations) Build your dashboards in Google Sheets (you can sync an Excel file to a Sheet as well) to build your daily and weekly sales dashboards using pivot tables, charts, and formulas. Then, embed those live charts directly into your HubSpot dashboard using Google Sheets’ “Publish to Web” + HubSpot’s “Add Other Content” option. I recently created a video on this.

This will give you:

  • Daily visibility in HubSpot
  • Automated data entry from Excel to HubSpot
  • Flexible reporting and visualization (if HubSpot can’t support it)
  • No need for monthly manual uploads