Adding Quoting Calculations to HubSpot
Creating a quote for a customer can be complex. There are many product combinations, price options, discounts, etc. Many businesses use Excel to build quoting applications. But they are never connected to their CRM systems where they manage their entire sales process.
In this use case, we will show you how to connect a quoting application built on SpreadsheetWeb platform from a pricing spreadsheet into HubSpot CRM.
This is a two step example where the quote data is added as a lead in HubSpot. It is then sent to a SpreadsheetWeb application that calculates the quote and returns the results back to the same lead. The end user doesn’t even need to leave HubSpot for the entire process to happen.
First, add custom properties to your deals in HubSpot if needed. Most quoting applications have custom data fields. Also, make sure to create at least one deal to test HubSpot trigger in Zapier side.
Next step is to create a quoting application in SpreadsheetWeb Hub from your Excel workbook that contains necessary calculations for the deal. Below is a screenshot from an insurance quoting application for a life insurance company.
When your application is ready, go to your Zapier and create a Zap.
While adding a trigger, choose the application as HubSpot and the event as New Deal.
Then, connect with your HubSpot account.
The next step is to set up the trigger. Select the properties you want to send to the SpreadsheetWeb Hub application to be calculated.
Now, you can start to test the trigger event to make sure the connection is valid. You will see the values of a saved deal under your HubSpot app.
Tip: Save at least a record before testing. Zapier seeks an existing record to validate its connection test.
After testing the trigger event, add an action for the SpreadsheetWeb Hub calculation. Choose the application as SpreadsheetWeb Hub and the event as Calculate.
Then, connect with your SpreadsheetWeb Hub account.
Next step is to set up an action. Select the workspace and application on your SpreadsheetWeb Hub account to load the fields (named ranges) in your application. Match the field names with the property names of HubSpot deals.
Leave the fields empty that you want to be calculated. Instead select them in the Outputs field.
Then test the action event to make sure the connection is valid. You will see the results that returning from selected output fields.
Now, add a second action for Hubspot to update deals. Choose the application as HubSpot and the event as Update Deal. Then connect with your HubSpot account.
Next step is to set up the action. This time make sure to match the Object ID with the ID field from the trigger.
Also, do not forget to assign the calculated values to corresponding fields. In our example “Total Premium” is the calculated value we want to bring from SpreadsheetWeb and save it into our lead.
Do not make any assignments unless you want other fields to be updated.
Now, it is time to test the action. If testing is successful, you will see a list of properties that belongs to tested deal.
Your Zap is now ready to publish. You can also see the updated value on your HubSpot account.
After publishing the Zap, login to your HubSpot account, open Sales > Deals page and click on Create Deal button. Fill information and click Create.
On the new page, click View all properties button. Fill the corresponding properties to be sent to the SpreadsheetWeb Hub Application. When you are done click on Save. When you refresh the page you will see the Premium field is populated with the correct value. Note that, this might take a few minutes depending on your Zapier account type.
And this is how to utilize Zapier to automate the process of creating a deal on HubSpot, pushing deal information to SpreadsheetWeb Hub Application to be calculated and then updating the results to the same deal on HubSpot.