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Syncing HubSpot Deals with Forecast Projects

Becky
  • Updated

⏱️ 6 minute read

Automate project creation, link existing projects to HubSpot deals, and push baseline deliverables directly as quotes by syncing your HubSpot pipelines, deal stages, linked fields, and project templates with Forecast.

This article covers:

Customizing the HubSpot integration

In the HubSpot for Forecast integration menu, Admins manage the integration by configuring deal stages, selecting a HubSpot pipeline, toggling sync for linked fields, and customizing or exporting project templates to HubSpot.

To customize the HubSpot integration

  1. Click Admin in the navigation bar. 
  2. Select Integrations from the dropdown. 
  3. Scroll to Sales&CRM.
  4. Click HubSpot. 

Deal Stages

In Deal Stages, Admins select the HubSpot pipeline that syncs to Forecast. Additionally, Deal Stages defines the Forecast project stage that corresponds to HubSpot.

SelectPipeline_1.png

There are seven default deal stages in HubSpot:

  • Appointment Scheduled
  • Qualified to Buy
  • Presentation Scheduled
  • Decision Maker Bought-In
  • Contract Sent
  • Closed Won
  • Closed Lost

Custom HubSpot deal stages also sync to Forecast. Select the corresponding Forecast project stage from the dropdown for each HubSpot stage.

DealStages_withMyCustomStage.png

Note: Win Probability syncs from HubSpot to Forecast for Opportunity projects only. Forecast projects in any other stage reflect 100% Win Probability.

Enabled Fields

Select the specific deal fields you want to sync (Deal Name, Deal Amount, Deal Start Date & End Date).

Bidirectional Sync

Choose which active fields should sync in both directions. The Bidirectional Sync toggles apply to Deal Name, Deal Amount, and Deal Start Date / End Date. These options will be disabled if the corresponding field is turned off under the 'Enabled Fields' section.

Setting Toggled ON Toggled OFF

Enabled Fields

Enables update sync strictly from HubSpot → Forecast.

Disables the update sync entirely for the selected field.

Bidirectional Sync

Enables a two-way update sync between Forecast ⟷ HubSpot.

Enables a one-way update sync from HubSpot → Forecast.

Deal Forecast Custom Properties

Once the integration is connected, Forecast project data, or Deal Forecast Custom Properties, syncs to HubSpot and appears in the HubSpot deal properties. Expand the Forecast project information section of a deal to view the 24 custom Forecast deal properties.

Forecast project information includes:

  • Actual cost
  • Actual revenue
  • Approved scope
  • Baseline cost
  • Baseline revenue
  • End date
  • Forecast cost
  • Forecast revenue
  • Invoice paid
  • Invoiced
  • Planned cost
  • Planned revenue
  • Progress
  • Project Color
  • Project Contact
  • Project Template Reference (if using templates)
  • Project ID
  • Project URL
  • Remaining (hours)
  • Reported (hours)
  • Stage
  • Start date
  • Status
  • Total scope

To view Forecast data in HubSpot

  1. Open a HubSpot deal.

  2. In the left side panel, expand About this deal.

  3. Click Actions.

  4. Select View all properties.
    AboutThisDeal_1.png

  5. Expand Forecast project information to display the available properties.
    ForecastProjectInformation_1.png

To customize HubSpot deals with Forecast data

  1. Open a HubSpot deal.

  2. In the left side panel, expand About this deal.

  3. Click Actions and select Customize Properties.

  4. Click Add properties in the right-hand panel.

  5. Scroll to Forecast project information.

  6. Select the Forecast project information you wish to view in the deal and click Save.

  7. The Forecast project data is now visible in About this deal. 
AboutThisDeal_FCProjectInfo.gif

Automating Project Creation using Templates

When Create Project is toggled on for a deal stage, a Forecast project will automatically be created when a HubSpot deal moves into the corresponding deal stage. Deals that exist in stages corresponding to Create Project prior to the date the HubSpot integration is enabled will not create new Forecast projects.

Note: Hubspot deals with an Amount will be created as Fixed Price projects in Forecast. Deals with no Amount and no template will be created as Time & Materials projects. 

Benefits of automating project creation

  • Template-based project creation: Select a predefined Forecast template in HubSpot to auto-create projects.

  • Consistency: Ensures all new projects follow a standardized structure.

  • Time-savings: Eliminates the need to manually configure new projects for each deal.

To automatically create projects from HubSpot deals

  1. Click on Admin in the top bar.

  2. Select Integrations from the dropdown and click HubSpot.

  3. Scroll to the Deal Stages section of the page and select the HubSpot pipeline.

  4. Toggle Create Project for the deal stage that will create a project in Forecast.

HubSpot_CreateProjectToggle.png

When a deal is created or updated in HubSpot, the following fields sync from HubSpot to the Forecast project:

eal is created or updated in HubSpot, the following fields sync from HubSpot to the Forecast project.

HubSpot Forecast
Deal Name Project Name
Deal Amount Project Budget
Deal Stage Project Status
Deal Company Project Client

Exporting Project Templates to HubSpot

Admins can export project templates from Forecast to HubSpot, enabling seamless project creation from HubSpot deals. Once a Forecast project is set as a template, it can be selected within a HubSpot deal to automatically generate new Forecast projects based on that template.

To export a project template to HubSpot:

  1. Click on Admin in the top bar.

  2. Select Integrations from the dropdown and click HubSpot.

  3. Scroll to Project template and toggle on Enable.

  4. Under Project, select a project from the dropdown to use as a template.

  5. Update Reference, if desired (max length of 6 characters).

  6. Click + to create the template.

  7. Select which details from the template will appear in new projects.

Settings & Workflow Columns All Tasks All Phases All Team Members
Expenses Project Color Allocations (default selects All Team Members) Placeholders

  1. Toggle Default for the template that will be used to create new projects that do not have a template defined within the HubSpot deal.

  2. Click Export to HubSpot.

Note: If a template contains Baseline, the Work/Expense estimates copy to any new project created from that template.
Note 2: if a Retainer project template is selected when creating a deal in Hubspot, the retainer tracking periods configured on that template will be carried over into the new project generated in Forecast.

To select templates in HubSpot deals

  1. In HubSpot, open the deal you wish to set a template for.

  2. In About this deal, click Actions.

  3. Select View all properties and expand Forecast project information.

  4. Scroll to Project Template Reference.

HubSpotTemplateSelection.gif

  1. Select the Forecast template to use to create the project.

  2. Click Save.

Linking Existing Projects with HubSpot deals

Existing projects can be linked to HubSpot deals from within the project's settings by users permitted access to a project's settings (Manager, Controller, and Admin).

To link an existing project with a HubSpot deal

  1. Click Projects in the top bar.

  2. Select All Projects from the dropdown.

  3. Open the project you wish to link with HubSpot.

  4. In the left side panel, click Settings and select Integrations.

  5. Under HubSpot, use the dropdown to select the HubSpot deal to link with the project.

SettingsIntegrations_HSDeal.png

Pushing Forecast Deliverables to HubSpot as Quotes

To help better align your sales and project delivery teams and bridge the gap between project planning and HubSpot, you can push Forecast baseline deliverables directly into HubSpot as native Quotes.

This gives commercial teams structured quote visibility directly within HubSpot without having to manually maintain separate pricing spreadsheets. When initiated, Forecast automatically generates a native Quote object in HubSpot, with each Forecast deliverable mapped as a separate line item.

To push baseline deliverables to HubSpot

  1. Navigate to the Baseline page of a Forecast project already linked to a HubSpot deal.

  2. Ensure you have added deliverables to your baseline.

  3. Click the Push to HubSpot button. (Note: This button is only enabled if deliverables are present).

  4. The button will temporarily disable while the quote is generated in the background.

  5. Once completed, a confirmation message will appear: "Quote created successfully. HubSpot has been updated." The quote will instantly be visible to sales and commercial users alongside the deal in HubSpot.

Data Privacy and Security

Protecting your internal financial data is critical. When pushing deliverables to HubSpot, only sell-side data is pushed. Your internal cost rates and margins are never exposed to HubSpot. The final quote total simply reflects your baseline total (the sum of all deliverable line items added together).

Quote Field Mappings and Defaults

When the Quote object is created in HubSpot, the data maps as follows:

Forecast Source Data HubSpot Quote Destination
Project Name Quote Name
User (First Name, Last Name, Email) Quote Sender
Deliverable Name Line Item Name
Deliverable Description Line Item Description
Deliverable Revenue Line Item Unit Price

Default Settings: To ensure quick generation, the quote is created using HubSpot's Default basic quote template and is set to No signature. Buyer information (Contact and Company) and 'Your Company' information are intentionally left blank, falling back to HubSpot's standard manual quote defaults.

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