Why connect NetSuite and HubSpot?
When marketing and sales run in HubSpot while finance, fulfillment, and reporting live in NetSuite, teams often fight blind spots: leads don’t cleanly convert to opportunities, quotes miss current prices, and bookings aren’t visible to marketing. A dependable integration eliminates swivel-chair work, shortens cycle times, and gives RevOps one version of the truth from first touch to renewal.
What MonoByte’s custom app aims to solve
- Data continuity: Carry people, companies, and deals from HubSpot into NetSuite (and back) without manual re-entry.
- Quote accuracy: Sync items/SKUs and price rules so quotes and orders reflect the latest catalog.
- Forecast visibility: Align stages and amounts so pipeline in HubSpot matches revenue in NetSuite.
- Error resilience: Provide logging and retries so ops teams can correct issues without re-building payloads.
Typical sync scope (what “good” looks like)
- People & Accounts: HubSpot Contacts/Companies ↔ NetSuite Customers/Subsidiaries.
- Sales Objects: HubSpot Deals ↔ NetSuite Opportunities, Estimates, and Sales Orders.
- Catalog Data: Products, SKUs, price lists, tax codes, and currencies.
- Lifecycle & Activities: MQL/HQL flags, lifecycle stage, campaign attribution, renewal dates.
- Governance: Field mapping, deduplication rules, conflict resolution (last-write wins vs. system of record).
Integration patterns to consider
- Prebuilt connector: Fastest path for standard objects; limited flexibility for edge cases.
- Custom app (MonoByte-style): Maximum control over object coverage, transforms, and throughput.
- iPaaS hybrid: Start with a connector and extend with functions/flows for custom logic.
Tip: Whichever path you choose, define a system of record per object (e.g., Products in NetSuite; Contacts in HubSpot) to avoid circular updates.
Architecture & security checklist
- Field mapping & transforms: Normalize picklists, phone formats, and currencies before syncing.
- Rate limits & batching: Queue changes and process in batches; schedule heavy jobs off-peak.
- Error handling: Centralize logs, send alerts to Slack/Email, include retryable payloads.
- Access control: Use scoped API keys and least-privilege roles in both systems.
- Environments: Promote via sandbox → staging → production with rollback plans.
Implementation playbook (four phases)
1) Discover & Design
- Document lead-to-cash; pick object owners and directional sync (one-way vs. bi-directional).
- Define required fields, dedupe rules, and conflict resolution.
2) Build
- Stand up auth, object endpoints, and transforms.
- Create idempotent upserts with external IDs.
3) Test
- Golden dataset: new record, update, merge, delete, and error cases.
- Performance runs for large imports and peak hours.
4) Launch & Operate
- Enable monitoring, daily exception review, and weekly health checks.
- Quarterly schema review (new fields, product lines, currencies).
KPIs to track after go-live
- Data freshness: Median sync delay (target minutes, not hours).
- Record accuracy: % of synced deals/orders without manual fixes.
- Operational load: Exceptions per 1,000 records processed.
- Commercial impact: Quote turnaround time, win rate, DSO, and renewal rate.
When integration reveals deeper issues
Sometimes the sync does its job and still surfaces bigger problems: brittle scripts, conflicting customizations, unreliable item/price data, or broken approval flows. If your NetSuite instance is already unstable, stabilize the foundation before pushing more data through it. For a pragmatic triage plan, see Rescue a failing NetSuite deployment—a step-by-step approach to assess health, unwind risky customizations, and reset governance.
How Valasys can help
Valasys specializes in precision-driven B2B growth—ABM, HQL programs, lead management, and sales-pipeline acceleration. Whether you’re scoping a NetSuite↔HubSpot integration or rescuing an over-customized ERP, we align data design with revenue outcomes and operational resilience.
Next step: Talk to our RevOps team about your current HubSpot–NetSuite setup and where the friction is showing up.
FAQ
Is a custom app always better than a connector?
No. If you only need standard object sync with light transforms, a connector is faster and cheaper. Choose custom when you have complex product catalogs, multi-currency rules, heavy transforms, or strict governance requirements.
What data should stay single-source-of-truth?
Generally: Products, price lists, taxes, and financials in NetSuite; leads, marketing activities, and campaign attribution in HubSpot. Deals/opportunities often sync bi-directionally with clear stage mappings.
How do we prevent duplicates?
Use unique external IDs, deterministic matching (email + domain + company name), and strict merge policies. Run periodic dedupe jobs, especially after large imports.
What’s the safest rollout plan?
Pilot with one business unit and a limited object set, grow in waves, and keep rollback scripts ready. Monitor exceptions daily for the first 30 days.
