Betreff: ooking for a quote/proposal tool that can pull all associated contacts and companies

[AFox2]

Hi

As the title really. I'm looking to pull all associated companies and contacts into a quote/proposal? The first half dozen I tried only pull the primary.

Got to work with/allow mapping custom fields.

I assume if this works on an integrated tool, it'll work by association label but that's not a dealbreaker.

[MiaSrebrnjak]

Hi @AFox2,

Thank you for reaching out to the Community! Can you tell us which integrations you've already tested? Are there any other requirements for the quotes?  You can check out this Community article where other users have shared their experiences with quoting integrations. 

Have you also tried working with customized quotes in HubSpot? You can read more about this tool in this article.

I also wanted to tag in a couple of subject matter experts to see if they have any recommendations straight off the bat:

hi @HubDoPete, @himanshurauthan, @Ignazio, do you have any advice for @AFox2? Thank you! 

Cheers
Mia, Community Team 

[Ignazio]

Hi @MiaSrebrnjak, @HubDoPete is completely right.

There's another solution, a bit complicated but it could work.

If you have Operation Hub Pro and you use an external quote tool with workflow actions built in, you could activate an HubSpot workflow every time a quote is created via this external tool and update the generated quote via API/custom code workflow action. This way, you could push data from an HubSpot deal to the correspondent created quote in the external tool.

Of course, this solution will require a dev and a deep knowledge of the external tool too.

Cheers,

i

[HubDoPete · Accepted solution]

Hi @AFox2 and Mia,

Adding multiple companies to a single HubSpot deal is still only a fairly recent feature, and as such - no proposal integrations can natively handle that yet.

Plus, most proposals are aligned to companies via the contacts/signatories on the contract. So what you describe today in needing multiple companies pulled through, is currently dealt with by allocating contacts on the deal, to roles in the document. 

If three contacts are assigned to the document roles, each from a different company, then the company name on each contact is typically used as merge fields where Company Name is required. Also, all custom fields on each contact can also be used.

In corner cases where properties from a range of HubSpot Objects must be pulled into an agreement, we typically use an integration platform such as Zapier or Make, to Extract, Transform and Load each value into its respective place in the document and also attach that document to every relevant object in HubSpot.

Can you give a bit more context as a use case, for how you apply companies in a document rather than the use of multiple recipient contacts/roles along with their company properties?

cheers

Pete

[AFox2]

Thanks All

@MiaSrebrnjak Prosify, Better Propsal, Pandadocs, some other that names escape me right now.  No other requirments really beyond what you see as pretty standard in these integrations. I'm afraid neither myself nor the devs I spoke to could make much progress with the custom templates.

@HubDoPete I hadn't thought of doing it the way you're suggesting. The use case is about appliance finance agreements, so we might want to have a customer and a supplier on the same document.

If I use a quoting tool that allows for roles, I could assign assocaited contacts to roles, I could pull in seperate information. I'd just need some custom fields to avoid any conflicts, right?

[HubDoPete]

Hi @AFox2 

Yes we've faced that situation a few times. What we normally do there (e.g. using PandaDoc) is to have a role for the customer and a role for the supplier.

Use the Supplier Contact person's Company Name, to complete the supplier company name in the doc.  Beware only a limited set of Roles properties come across to the PandaDoc document, so if you need more than First Name, Last Name, Email, Phone and Company Name, add extra properties to the deal (populate using workflows) and reference them as deal.variables in the document.

cheers

Pete

[AFox2]

Hi

I've been implementing this today and come across a secondary issue. 

So I do need extra properties, so i set them as custom fields (so Supplier.address and client.address for example, but I'm not seeing how to make sure the right contact's data gets into the right custom field?

[HubDoPete]

Hi @AFox2 

If these items like Supplier.Address and Client.Address are "material" to a deal, I recommend creating custom Deal properties, copy the necessary data from contacts or companies into those fields on the deal. Then use those deal properties in any documents.

In PandaDoc, if you want the recipient to be allowed to edit those details, use the merge field to prepopulate the Pandadoc fields, allowing the recipient to edit what is pre-filled.

Will that suit?

cheers

Pete

[AFox2]

Sorry.

So I have Contact A and Contact B.

On the deal, I have

1. ContactA.PropertyX
2. ContactA.PropertyY
3. ContactB.PropertyX
4. ContactB.PropertyY

 How can I get the workflow to copy all contact A properties to all contact A properties on the deal and the same for contact B rather than overwriting them all or mixing up contact A and Contact B so I end up with 

1. ContactA.PropertyX with Conact A value
2. ContactA.PropertyY with Conact B value
3. ContactB.PropertyX with Conact B value
4. ContactB.PropertyY with Conact A value
   
   

Many thanks,

Adam

[HubDoPete]

Hi Adam,

Are you using Association Labels, so that each contact on the deal has a context for their relationship,to the deal?

That would allow Workflows to copy from the relevant contact.

https://knowledge.hubspot.com/crm-setup/create-and-use-association-labels

cheers 

Pete