Driving billing based on Deal property

[ZEizenberg]

I am looking into how to create the following workflow:

When a deal stage changes to "Closed won", an internal email is sent with the deal's line-items info (produtc, term, price, billing frequency, etc.) incorporated automatically in the email body.

Motivation:

We are using Bill.com for billinmg and as Hubspot has no integration with Bill.com we are trying to automate he process of providing finance with h deal info so they can upload it into Bill.com and configure the billing for the specific deal.

[RSchweighart · Accepted solution]

Hi @ZEizenberg,

If finance has access to HubSpot, it may be easier to send them a link to the line items:

The record ID is the record ID of the deal. You would type in your portal id as it won't change.

Do your deals always have 1 or 2 line items? If yes, we could provide those details in the email by adding a data source.

If not, do you have Operations Hub Pro? Or, do you use something like Zapier or Make (formerly Integromat)?

All the Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help businesses with HubSpot and Zapier. 

[danmoyle · Accepted solution]

@ZEizenberg I can see when creating a Deal-based workflow (which seems logical based on your trigger criteria), line items are not part of the Deal properties, and Products (line items) aren't an associated object you can pull in. Only "number of associated line items" seems to be a data point we can pull in with standard tokens. 

This leads me to think that maybe we could create a custom property for line items, and copy property values into it from line items we add to a Deal. 

The thing I'm finding, is that it's not obvious on how to create a product-based workflow to work with the data in products or line items. I've looked in workflows based on Quotes, Orders, Deals... so even if we have a custom Deal property to copy the line items included, which we would then email to users, it doesn't appear we could even copy from that product (line item) data and push it into a Deal property. 

In short, I feel like this is a shortcoming in HubSpot's standard usage at the moment. Perhaps this is somethhing we could do with custom coding or webhooks in workflows, but I don't see a standard answer here. 

[RSchweighart · Accepted solution]

Hi @ZEizenberg,

If finance has access to HubSpot, it may be easier to send them a link to the line items:

The record ID is the record ID of the deal. You would type in your portal id as it won't change.

Do your deals always have 1 or 2 line items? If yes, we could provide those details in the email by adding a data source.

If not, do you have Operations Hub Pro? Or, do you use something like Zapier or Make (formerly Integromat)?

All the Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help businesses with HubSpot and Zapier. 

[ZEizenberg]

Hi, Thank you for the quick response. Sending the link to finance is plan B - we preffer to push the data, rather than for them to pull it - less chances of errors this way. of course if we cannot send the data, that we will send the link.

I also tried adding data source when creating the workflow, but that solves the problem only if there is 1 line item - any additional line items are ignored.

I also looked into the "Personalized tokens" KBA, but that unfortunately, addresses only Deal properties, not the line items.

Same story with Zapier - the integration to Slack or email just supports Deal property as far as i could see - not line items....

This is a tough one 🙂

Zvi

[kvlschaefer]

Hi @ZEizenberg,

I wanted to share this knowledge base article on personalization tokens. You can add personalization tokens for deals in your automated emails sent from a workflow.  

I also wanted to invite our subject matter experts to this conversation: 
Hi @danmoyle, @Jnix284, @Humashankar - Do you have any insight for @ZEizenberg on how to add this information to an automated email? 
Thank you! 

Best,

Kristen

[Jnix284]

Thanks for the tag @kvlschaefer looks like @RSchweighart is on the right track, happy to jump in and help depending on the answers to his questions @ZEizenberg   

[ArisudanTiwari]

Hi @ZEizenberg ,

Yes, this is possible through an API call.

Here's a general process:

1. Identify Data: First, check the Bill.com API documentation to determine the specific property or data you want to capture in HubSpot.
2. Retrieve Data: Use the HubSpot GET API to call and retrieve the desired data from Bill.com.
3. Automate Actions: Once the data is in HubSpot, you can create a workflow to automate emails triggered for your customers.

To set this up for you, we'll need access to a Bill.com sandbox and Hubspot sandbox account for research and development (R&D). This allows us to test the integration without affecting your live data.

Feel free to ask any questions you may have!

Regards,
Arisudan