How to integrate Microsoft Business Central with HubSpot CRM

Integrating your ERP software, Microsoft Business Central with HubSpot can significantly enhance your business operations by providing a unified view of your customers and streamlining processes. In this post we'll give you an overview of the integration and how to install it to your CRM. 

Quick Links: 

1. Overview of the integration process
2. Native Integrations available for Microsoft Business Central and HubSpot 
3. Step-by-Step Guide:
   Installing and Connecting HubSpot and Microsoft Business Central
4. Custom Integrations

"Integrating software is a strategic move that can significantly streamline your business operations. You can eliminate data silos, improve decision making and enhance customer experiences."

"A seamless integration ensures that your sales, marketing and operations teams have access to the most up-to-date information, leading to increased efficiency and productivity."

Kye Bessant, our Solutions Architect from Modern Visual

Here's an overview of the integration process:

1. Choose your integration method

There are primarily two ways to integrate Microsoft Business Central and HubSpot:

• Native Integration: HubSpot offers a built-in integration with Microsoft Dynamics 365, which includes Business Central. This method is suitable for basic data synchronisation.
  
  
• Custom Integration: For more complex requirements or specific data mapping, a custom integration might be necessary. This involves developing custom code or using integration platforms.

2. Identify key data points

Determine the specific data you want to sync between Business Central (BC) and HubSpot. Common data points include:

• Customer information (name, address, contact details)
• Product information (SKUs, descriptions, pricing)
• Sales orders and invoices
• Lead and contact data

3. Map data fields

Establish clear mappings between corresponding fields in BC and HubSpot to ensure accurate data transfer.

4. Configure data flow

Determine the direction of data flow (one-way or two-way) and the frequency of synchronisation.

5. Test and refine

Thoroughly test the integration to identify and resolve any issues. Monitor data quality and make necessary adjustments.

6. Consider data security

Implement robust security measures to protect sensitive data during the integration process.

Key considerations:

• Data quality: Ensure data consistency and accuracy in both systems before integrating.
• Performance: Optimise the integration for efficient data transfer, especially for large datasets.
• Error handling: Implement mechanisms to handle data discrepancies and errors.
• Maintenance: Regularly review and update the integration to maintain data integrity.

Native Integrations available for Microsoft Business Central and HubSpot 

HubSpot offers a native integration with Microsoft Business Central, which includes Business Central. This integration provides a solid foundation for syncing data between the two platforms.

Key features of the native integration:

• Two-way sync: Data can be transferred between HubSpot and Business Central in both directions.
• Default field mappings: Preconfigured mappings for common fields streamline setup.
• Historical syncing: Existing data can be synchronised initially.
• Real-time updates: Changes made in one system are reflected in the other in real-time.

Data Synced Between HubSpot and Business Central:

• Customers: Sync contact information, including name, address, and email.
• Products: Transfer product details like SKUs, descriptions, and pricing.
• Orders and invoices: Synchronise sales order and invoice data.

Limitations of the Native Integration

While the native integration provides a solid base, it might not meet the specific needs of all businesses. Some limitations include:

• Limited customisation: Customisation options for data mapping and synchronisation might be restricted.
• Performance issues: For large datasets or high-traffic environments, performance might be impacted.
• Complex workflows: Advanced business processes and workflows might require a more tailored solution.

Installing the native integration for Microsoft Dynamics 365 and HubSpot

While there's a native integration between HubSpot and Microsoft Dynamics 365, which includes Business Central, the process can be complex and might require additional steps or configurations depending on your specific Business Central version and setup.

Step-by-Step Guide:
Connecting HubSpot and Microsoft Dynamics 365

Image credit: https://hubspot-msbc.cloudify.biz/setupguide

1. HubSpot Setup:
   • Log in to your HubSpot account.
   • Search for "Business Central" in HubSpot’s marketplace and click on it.
   • Follow the prompts to connect your Business Central app. This might involve providing your Business Central subdomain and authentication details. You will need to login. 
2. Business Central Setup:
   • Depending on your Business Central version, you might need to enable specific web services or APIs to allow data exchange.
   • Choose the company and environment where you want the app to be installed. 
   • Choose your subscription plan. 
3. Data Mapping:
   • Define how data will be synced between the two platforms. This includes mapping fields like contacts, companies, products, deals and invoices.
   • Configure settings for invoices or orders, follow prompts. 
   • Choose customer search rules.
4. Sync Configuration:
   • Choose the direction of data flow (one-way or two-way) and the frequency of synchronisation.
   • Enable primary contact sync.
   • Configure which data objects you want to sync. Define your product sync rules. 

Additional Considerations:

• Ensure that users have the necessary permissions to access and modify data in both systems.
• Clean and accurate data is crucial for a successful integration.
• Thoroughly test the integration to identify and resolve any issues.
• Implement error handling mechanisms to address potential problems.

Important to note: These exact steps might vary depending on your HubSpot and Business Central versions, as well as any customisations or specific configurations in your systems. It's highly recommended to consult the official documentation of both platforms or seek assistance from a HubSpot partner for detailed guidance.

Custom Integrations

If your business has complex requirements or needs deeper integration capabilities, exploring custom integration options or third-party integration platforms might be necessary.

Our team specialise in building and managing integrations. We’ll help you implement and determine the best solution for your needs, ensuring your data is managed correctly and optimised for success.