Setting up the HubSpot for Forecast integration

• Installing the integration

• Viewing Forecast data in HubSpot
• Automatically creating projects from HubSpot deals
• Linking existing Forecast projects to HubSpot deals
• Importing and synchronizing clients from HubSpot

Installing the integration

The setup of the integration is easy and it includes enabling it from Forecast and configuring if all repositories should sync to Forecast or just some. As with all integrations in Forecast, this process may only be done by a user with Admin access to the account. 

To set up the HubSpot for Forecast integration

1. Click on Admin in the top bar.
2. Select Integrations from the dropdown. 
3. Click on HubSpot.
4. Click on Activate and login to the HubSpot account.
5. Choose the account that should be linked to the Forecast account and click on Choose Account.
   
6. Click on Connect app.
   

Viewing Forecast data in HubSpot

Once the connection with HubSpot has been established, a group of custom deal properties is brought over from Forecast to HubSpot. These fields can be enabled to be displayed in a HubSpot deal, for a quick glance at their status and financial numbers.

To display Forecast data in HubSpot

1. Open a HubSpot deal and click on View all properties.
2. Scroll until the group Forecast Project Information is visible.
3. Find the property that should be viewable on the deal, hover over it, and click on Add to your view.

Automatically creating projects from HubSpot deals

In HubSpot's integration menu within Forecast, which can only be accessed by users with Admin permission, and specifically under the Deal Stages section, all available HubSpot pipelines are displayed along with each pipeline's deal stages. The pipeline view can be switched at any time through the available dropdown.
Through the deal stages section, it is also possible to configure at which deal stage a HubSpot deal should automatically have a corresponding project created in Forecast. 

When a deal stage is selected to trigger a Forecast project, any future deals that land on that deal stage will be converted to projects in Forecast.

To automatically create projects from HubSpot deals

1. Click on Admin in the top bar.
2. Select Integrations from the dropdown. 
3. Click on HubSpot.
4. Scroll to the Deal Stages section of the page.
   
5. On the select pipeline dropdown select which pipeline should be shown.
6. Set the Forecast project stage that a deal should appear under when it becomes a project. 
7. Click on the button under Create Project on the deal stage under which a deal should become a project in Forecast. 

Linked Fields

Right under the Deal Stages section is the Linked Fields section. From here, the admin can choose whether they want deals to bring over to Forecast the two options available. 

• Deal Name: This will bring over the deal name to Forecast.
• Deal Amount: This will bring the deal amount over to Forecast.

Creating and exporting project templates into HubSpot

The integration also offers users the ability to export to HubSpot Forecast projects that are used as templates for other projects. This functionality will ensure that any deals that become projects in Forecast follow the selected template and will not have to be configured all the time. This is beneficial when the same project needs to be applied to multiple deals and will save a considerable amount of time. 

As with the rest of the options, this may only occur in the HubSpot integration menu from the admin panel which requires admin access.

To create and export a project template to HubSpot

1. Click on Admin in the top bar.
2. Select Integrations from the dropdown. 
3. Click on HubSpot.
4. Scroll to the Project template section of the menu and click on Enable.
5. Under the Project column click on the dropdown button and select a project. This project will work as the template.
6. Create a reference for it so that it can be easily found when applying it to a deal in HubSpot. By default, the reference will be the first two letters.
7. Click on the green plus button to create the template. 
8. Select the settings that should be brought over to that template in case not all of them are necessary. These settings are:
   • Settings and workflow: If chosen this will keep the project settings (such as task settings) and the workflow columns (name, status).
   • All tasks: If chosen all of the tasks that are currently present in the project will be kept and will appear on the project once it is created.
   • All phases: If chosen all of the phases that are currently present on the project will be kept and will appear on the new project(s).
   • All team members: If chosen then all of the currently assigned team members to the project will be kept for the new project(s).
   • Expenses: If chosen all expenses associated with the current project will be kept and will appear on the new project(s).
   • Project color: If chosen then the new project(s) will have the same color as the template.
   • Default: Selecting this option will indicate that the chosen template should be the default one, meaning that any deals in HubSpot not associated with any other templates will follow this template.
9. Once everything is set, click on the Export to HubSpot button at the top of the section. After a few seconds, the templates will successfully be exported to the connected HubSpot account. However, it is still necessary to select the template from the deal properties if the default template should not apply.

To select templates for deals in HubSpot

1. In HubSpot, navigate to a deal before it is set to the deal stage and click on the View all properties button which is located on the right-hand side of the screen.
2. From that menu, expand the Forecast project information option and locate the Project template reference.
   
3. Click on that field and select the reference of a created template from Forecast. 

Linking existing Forecast projects to HubSpot deals

If there are existing projects that should be linked to HubSpot deals then the integration also grants the user the ability to link Forecast projects to deals in HubSpot. This takes place from the project settings and therefore can be done by anyone with the manager, controller, and admin permission.

To manually link a Forecast project with a HubSpot deal

1. Click Projects in the top bar.
2. Select All Projects from the dropdown.
3. Click on the project to link. 
4. In the left side panel, click Settings. 
5. Click on Integrations.
6. Find the HubSpot section and click on the dropdown that appears. 
7. Click on the deal that this project should be linked to, and after a few seconds the project will be linked.

Importing and synchronizing clients from HubSpot

With the integration it is also possible to import new and synchronize existing HubSpot Clients to Forecast. This is particularly useful for invoicing and for ensuring client data remains consistent across platforms. Administrators can synchronize users at any time, through the Admin panel. 

To import customers from HubSpot to Forecast

1. Click on Admin in the top bar. 
2. Select Clients from the dropdown.
3. Click on the Import from HubSpot button on the top left of the page.
4. Either select all of the clients available or select the specific clients that should be imported to Forecast. If the list is long, use the search bar at the top to find the client by name.
5. Click on Create client to create a profile for the client in Forecast.

To synchronize an existing Forecast client profile to its HubSpot client profile

1. Click on Admin in the top bar. 
2. Select Clients from the dropdown.
3. Click on the client profile that should be synchronized.
4. Scroll down to the HubSpot section and click on the dropdown.
5. Select the respective HubSpot Client profile.
6. Click on Link to synchronize the two profiles.