- How to register for a Finago PSA account
- How to activate HubSpot integration in Finago PSA settings
- Data Flow Descriptions
- How to Deactivate Hubspot account in Finago PSA
The integration between Finago PSA and HubSpot enables a seamless two-way synchronization of pipelines, stages, deals, contacts, and companies. This connectivity ensures that any updates or engagements logged in HubSpot are automatically reflected in the Finago PSA project management system, and vice versa. With this setup, you maintain up-to-date information across both platforms, facilitating better project tracking and client management.
Finago PSA Plans: Growth, Business, Enterprise, Enterprise+
HubSpot: Sales Hub required
How to register for a Finago PSA account
If you are not yet using Finago PSA, visit the website pricing page, choose the plan and complete the sign-up form. For any assistance, please contact our Finago sales team. You can also view our demo video.
How to activate HubSpot integration in Finago PSA settings
Activating the integration
First, go to the Finago PSA Settings > Integrations > All integrations > HubSpot > Activate.
Now you can start the integration by clicking the blue Connect HubSpot button.
When you click Connect HubSpot, Finago PSA will redirect you to your HubSpot account, where you can select the account you wish to integrate to Finago PSA.
After selecting the account, HubSpot will show what Finago PSA will have access to from HubSpot once the integration is done. Confirm the selection of the HubSpot account by clicking Connect app.
Mapping of User IDs
Get User IDs
To be able to map the users in HubSpot and Finago PSA, you need to fetch the user IDs from HubSpot.
- Go to Settings > Integrations > All Integrations > HubSpot > Edit.
- Click Get User IDs.
This will open up a text file with your HubSpot user IDs.
Add HubSpot IDs to Finago PSA user profiles
- Go to Settings > User Management > Users.
- Click the user's name > on the user card click Edit > add the ID from the text file in HubSpot ID field. Save changes.
Mapping of Won and Lost Deals/Projects
Define the won and lost stages
You can create a two-way sync between HubSpot and Finago PSA for the Won and Lost deals of one pipeline.
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Go to your HubSpot Pipeline settings and define your Won Deal stage. Name the stage and select Won in the Win Probability column. Then click the </> icon and copy the internal ID code.
- Then go to Finago PSA's HubSpot settings and add the Won Deals internal ID code to the Won HubSpot stage ID field.
- Similarly, create a stage for the Lost Deals in HubSpot, copy the Lost Case internal ID code and add to the Finago PSA Lost Hubspot stage ID field.
Mapping of Pipeline Stages
You can sync multiple pipelines and stages (won and lost statuses are only synced for one pipeline, see the previous part of this guide).
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Go to HubSpot's pipeline settings view and copy the internal ID codes for each stage.
- Then go to Finago PSA's HubSpot integration settings and add the internal ID code to the HubSpot ID field next to the respective Finago PSA field.
Sync existing Deals/Projects to and from HubSpot
Now that you have synced your stages and pipeline(s), you can choose to sync existing deals/projects to and from HubSpot by clicking the buttons Get from HubSpot and Send to HubSpot on the stage row in Finago PSA.
Note! If you close the deal in Hubspot in the Finago PSA it will go to status "Closed" and get the tag "Deleted in Hubspot". If you close the deal in Finago PSA, it will be in status "closed" in Hubspot.
Mapping of Extra Fields for Deals/Projects
In Hubspot
Go to your deals properties in HubSpot and use the same </> icon to get the property-specific Internal name code.
In Finago PSA
Now you need to create extra fields in PSA that match the HubSpot properties.
1. Go to Settings > Feature Settings > Projects > Extra field to project details
2. Click Add field and make sure the field type is the same as in HubSpot:
3. Add Field Name and other information + the HubSpot Internal name to the HubSpot ID column. Save row with the green icon.
Mapping of contacts
Importing Contact Persons from HubSpot
In the integration settings, you can choose how to handle contact persons from HubSpot who are not associated with any company.
Activate this feature if you want to create a customer account with these contact persons' names when transferring them to PSA.
Exporting Contact Persons from PSA
With the "Send Contact Persons to HubSpot" button, you can transfer existing contact persons to HubSpot when the integration is activated. After this, newly created contact persons will be automatically updated in both systems.
Data Flow Descriptions
Below you will find descriptions, how data is synced between the programs after the integration has been activated.
Data Flow for Contacts
This shows how information will flow between HubSpot and Finago PSA contacts.
This requires the permissions for Contacts in both software.
Adding a new Contact in HubSpot and/or Finago PSA creates an item with the two-way sync in the other software.
You can edit the two-way sync between the two software by editing the below fields.
Data Flow for Companies/Accounts
This shows how information will flow between HubSpot and Finago PSA accounts.
This requires the permissions for Accounts in both software.
Adding a new Company in HubSpot and/or Account in Finago PSA creates a new item in the other software with a two-way sync.
You can edit the two-way sync between the two software by editing the below fields.
Data Flow for Deals/Projects + Extra fields
This shows how information will flow between HubSpot deals and Finago PSA projects.
This requires the permissions for Deals and Projects in both software.
Adding a new Deal in HubSpot and/or Project in Finago PSA creates an item in the other software with a two-way sync.
You can edit the two-way sync between the two software by editing the below fields.
Note! If you create extra fields in HubSpot, you can map them also to the Finago PSA extra fields. You need to create the same type of field in both software to be able to sync. Optional field types include e.g. text field, dropdown, date.
Note! The deal value is retrieved from HubSpot to PSA quote only if there is one row in the quote. If there are multiple rows, the information is not retrieved because it is not known how the deal value should be divided between the rows.
How to Deactivate Hubspot account in Finago PSA
To deactivate the integration in your Finago PSA, navigate to Settings > Integrations > HubSpot > Edit.
Click the Deactivate button located in the right-hand corner and follow the subsequent prompts to complete the process.
After deactivation, the synchronization will cease, but rest assured that no data from either software will be deleted; only the sync between them will be terminated.