How Everis Automated the Journey from Quote to Cash by Connecting HubSpot and Microsoft Dynamics 365

1. No Shared Record Between Quoting and Fulfillment

HubSpot deals and Business Central sales orders existed as two separate records with no common identifier connecting them. Confirming which quote a shipped order belonged to required manually checking both systems side by side.

2. Purchase Orders Entered by Hand

Customer Support received signed POs and typed the details into the HubSpot deal one order at a time. Every record depended on a person remembering to make that update, and Sales had no way to know when that step was delayed.

3. No Sales Visibility Into Shipment Status

Sales reps had no access to Business Central and could not see if an order had shipped. Any status question from a customer meant a call to Customer Support before a rep could answer it.

4. Deal Stages Disconnected From Fulfillment Reality

A HubSpot deal's stage reflected whatever a rep had last set by hand, not what Business Central showed had actually shipped. This made pipeline reports an unreliable measure of what revenue was actually still open.

5. Contract Data Split Across Two Systems

Certain account data needed to generate a contract, Business Central's Schedule A account list, lived only in the ERP and had not yet synced to HubSpot. The team needed a documented interim process to keep creating contracts while that sync was still being built.

How Campaign Creators Structured the Data Model Behind an Automated Quote-to-Cash Integration

Campaign Creators approached this engagement as a data-modeling problem, not a connector-building one: Commercient would build and host the sync itself, but that sync could only work if HubSpot's records were structured to match what Business Central expected on the other side. The sequencing started with the data model, then the shared identifier, then the mapping documentation Commercient's middleware would sync against.

System Architecture Design

The constraint: HubSpot had no existing object representing the full path from a sales quote to a shipped, invoiced order. What was built: Campaign Creators kept that lifecycle on HubSpot's standard Deal object, choosing not to introduce a custom object, so every quote, purchase order, and shipment update lived on the same record type Sales already worked from. Structural consequence: this keeps the entire quote-to-cash flow inside HubSpot's native deal permissions and reporting tools, with no separate custom object for Everis to administer.

The Integration Build

The constraint: Business Central held sales-order, invoice, and account data that HubSpot had no native way to read or write. What was built: Campaign Creators mapped Business Central's account, contact, and invoice data into HubSpot, and synced new and updated HubSpot deal activity into Business Central as new and updated sales orders, documenting the field-level correspondence Commercient's middleware syncs against on a near-real-time schedule, Monday through Friday. Structural consequence: a purchase order entered once in HubSpot creates a matching Business Central sales order without anyone re-keying the same information into a second system.

Data Migration

The constraint: HubSpot needed its own record of every Business Central account, contact, and invoice already on file before deal-level automation could rely on it. What was built: Campaign Creators's data-modeling work included the field mapping for Business Central's existing Accounts, Ship-tos, Contacts, Invoices, Invoice Details, and Account Ownership data into HubSpot, giving every past order a matching CRM record. Structural consequence: Sales and Customer Support can look up an account's Business Central history directly inside HubSpot, without opening a second system to find it.

Property Set Definition

The constraint: HubSpot and Business Central had no shared identifier linking a quote to the order it eventually became. What was built: Campaign Creators added a PO Number field to the HubSpot deal record, working from what Customer Support and Sales each needed to reference on a given order. Structural consequence: anyone on the Everis team can check a deal's PO Number and know exactly which Business Central sales order it corresponds to, without opening a second system to confirm it.

Role-Based Record Views

The constraint: Sales had no access to Business Central, and Customer Support had no reason to work inside HubSpot's deal pipeline. What was built: Campaign Creators scoped the integration so each team kept working in its own system, with Business Central's shipment and invoice data appearing inside the HubSpot deal record Sales already used. Structural consequence: Sales can answer a shipment question directly from the HubSpot deal, and Customer Support never has to leave the ERP to keep that deal current.

Automation and Workflows

The constraint: without an automatic trigger, someone had to notice a shipment and update HubSpot by hand. What was built: two automations now carry that update automatically:

• Customer Support logs a PO number on a HubSpot deal, which creates a matching Sales Order in Business Central.
• A Business Central sales order marked as shipped moves the corresponding HubSpot deal to Closed/Won.

Structural consequence: a deal's stage in HubSpot now reflects what actually shipped, not the last manual update a rep remembered to make.

Building for Adoption

The constraint: the Business Central sync's timeline slipped behind the rest of onboarding, so the team needed a way to keep working before the integration finished. What was built: Campaign Creators recorded a walkthrough documenting the interim manual process for entering Schedule A account data while the sync was still in progress. Structural consequence: the team had a documented process to fall back on during the transition, so contract-creation work did not stall on a dependency still being built.

Coordinating a Third-Party Integration Partner

The constraint: Business Central had no native connector to HubSpot, and building one from scratch was not part of the engagement's scope. What was built: Campaign Creators coordinated directly with Commercient to define the HubSpot-side data model and field mapping the middleware would depend on. Structural consequence: Everis had a single point of coordination on the HubSpot side, even though the sync itself is owned and operated by a separate vendor.

Impact: A Pipeline That Reflects What Actually Shipped

Because the quote-to-order lifecycle stayed on HubSpot's standard Deal object, and every deal now carries a PO Number connecting it to a specific Business Central sales order, Everis can extend this integration without restructuring how deals are tracked. The documented field mapping between the two systems gives the team a record of exactly what already connects to what, so a future addition, a new data category or a new sync trigger, can be scoped against that existing map, not built from an assumption of how the two systems relate.

Solve Disconnected CRM and ERP Systems With Campaign Creators

Businesses running sales through HubSpot and fulfillment through a separate ERP often end up with two records of the same order and no reliable way to tell which one reflects reality.

Closing that gap starts with mapping exactly which data belongs in which system, giving both platforms a shared identifier, and setting up the triggers that keep deal stages accurate without a manual update behind them. Talk to a HubSpot expert to see how Campaign Creators can build a connected quote-to-cash system around your CRM and ERP.

Ready to connect your CRM and ERP with Campaign Creators?