HubSpot Integration: Features & Tips

Now that your integration is live, learn how to use it day-to-day—and how to avoid common pitfalls.

Table of Contents

• Creating Proposals from HubSpot
• Syncing Data Back to HubSpot
• Settings Information
• Troubleshooting
• How to Uninstall GleanQuote from HubSpot

Creating Proposals from HubSpot

1. Open a HubSpot Deal or Company
2. Locate the GleanQuote card
   • It may appear at the bottom of the right sidebar
   • You can drag and drop the card higher in the sidebar menu to make it easier to find
   •  If not visible, check your HubSpot Right Sidebar Settings
3. Click New Proposal

What Happens Behind the Scenes:

• The sync of properties from HubSpot to GleanQuote only occurs when a proposal is created or edited.

• If creating from a Deal, only the contacts associated with that Deal will sync.

• If creating from a Company, all contacts under that Company will sync.

• If the company doesn’t exist in GleanQuote, it will be created.

• If it already exists, all fields are overwritten with HubSpot data.

• Company, Contact, and Deal data should only be managed in HubSpot.

• New Deals become GleanQuote Opportunities (Stage = Nurture).

• Line items can be imported from the Deal into your proposal templates.

Special Scenarios:

• Multiple company association warnings:

  • Deal associated with multiple companies → User is prompted:
    “Deal is associated with multiple companies. Select one company to associate with the Deal in GleanQuote.”

  • Deal not associated with a company, but contacts are → Prompt:
    “Deal is not associated with a company. Select one of the following contact companies to associate with the Deal in GleanQuote.”

  • Deal and contacts are linked to multiple companies → Prompt:
    “Deal and contacts are associated with multiple companies. Select one company to associate with the Deal in GleanQuote.”

  • No company associated at all →
    “Deal is not associated with a company and no contacts are associated with a company, so Deal and Proposal cannot be created in GleanQuote.”

• If multiple proposals are completed for the same deal:
  • Line items and deal amounts do not get overwritten—they are added to the Deal
• If a line item has a negative price or quantity in GleanQuote:
  • The Deal Amount in HubSpot will sync with the Proposal Total from GleanQuote, but the negative price/quantity line item will not sync because HubSpot does not allow negative product values.

• If a line item is Hidden in GleanQuote:
  • The line item will sync to HubSpot, but the Price will roll up to the Parent line item. 

Contact Updates and Sync Behavior:

If you update deal or company information in HubSpot after creating a proposal, it will not automatically sync to GleanQuote.

• Edit the proposal to refresh the sync following updates such as:
  • Adding a contact
  • Updating a contact’s email

• If you associate a contact with a different company (e.g., a consultant), the contact will:

  • Be created under their own company in GleanQuote.

  • Appear as a “linked contact” in the Opportunity.

  • Be available in signature blocks or variables but not merged with Deal's company.

Syncing Data Back to HubSpot

Once a proposal is saved or edited in GleanQuote:

• Summary information syncs to HubSpot

• Use Actions drop-down to access:
  • Overview - a view of the proposal details within GleanQuote
  • Proposal List - a view of all proposals within GleanQuote. From Proposal List, you can:
    • Search, filter, and sort all proposals
    • Access other modules within GleanQuote such as Accounts, Products, and Content Library
      • Modules and settings will be visible or hidden based on user permissions set by an admin
  • Edit - opens proposal editor. Return to edit if you need to need to make changes to the proposal, or to sync updates to Company or Contact data fields.
  • GleanSpace - a Customer-facing view of the proposal if they view it online
  • Update the proposal record manually for activities that take place outside the system:
    • Apply Status: SENT
    • Apply Status: COMPLETED
    • Apply Status: DECLINED
  • Duplicate - make a copy of an existing proposal
  • Duplicate using Template - copy all line items including option selections into a proposal from another template. All settings and document content will be pulled in from the template, not from the duplicated proposal.
  • Delete - this will delete the proposal from both HubSpot and GleanQuote. When a proposal is deleted, the action will be logged in HubSpot under Activities.

• Activity Visibility: Make sure to enable GleanQuote in HubSpot activity filters so timeline events appear

• Timeline activity is recorded when a proposal is created, sent, viewed, or completed

• Clicking timeline events opens Proposal Overview in GleanQuote
• PDFs of completed proposals are attached to the HubSpot record

Settings Information

A deep dive on Settings, to help you understand every detail.

• Open GleanQuote in Iframe or Separate Browser tab Choose if you want to display GleanQuote in an Iframe within HubSpot or in a separate browser tab.  The separate browser tab allows for more room to build proposals and quotes than the Iframe, but the Iframe set-up will feel more like you never actually leave the HubSpot interface.  Note:  If you are using the Iframe, you can expand/collapse top part of the quote editor using the icon in the top right.  This will give you more room to configure and price in the quote editor.

• Auto-populate HubSpot deal amount with GleanQuote proposal total checkbox if you want the total of the most recent sent proposal related to a HubSpot deal to update the HubSpot deal amount automatically.  Since a HubSpot deal can only have one value, if you have multiple recurring periods on a quote, you can select whether you only want the non-recurring amount to populate the deal amount, or the sum of the recurring amounts (all annualized), or the sum of the non-recurring amounts and the annualized recurring amounts.
• Keep HubSpot Deal line-item prices when import in Proposal creation dialog will import the HubSpot line item at the price you may have edited in HubSpot line items - it will also override the price in GleanQuote and make the pricing "Editable" in the proposal quote table.
• Auto-populate HubSpot Deal Line Items with GleanQuote proposal line items if you want to have all GleanQuote line items on the most recent sent or edited proposal synced into the associated HubSpot Deal as line items.
• Sync line items and deal amount from most recently either Sent Proposal or Edited Proposal.  If you select Sent Proposal, then the sync will only occur when a proposal is sent.  If you select Edited Proposal, then line items and deal amount will be updated every time a proposal is edited.
• Auto-create HubSpot Products from GleanQuote proposal line items if you want to have HubSpot product records created (if they don't already exist) from the products in GleanQuote's line items.  Note that a product record in HubSpot is not needed to create a Line Item in HubSpot.
• Auto-create a HubSpot Quote from GleanQuote Proposal will generate a HubSpot Quote record using the same name as the GQ Proposal and automatically fill in the line items. This would only be needed if you were reporting HubSpot on Quotes or if you were sending the actual Quote document from HubSpot instead of GleanQuote.
• Use GleanQuote Configured Model Number instead of Model Number for HubSpot SKU if you want to sync the GleanQuote Configured Model number instead of the regular product model number to HubSpot.
• Select Column for Standard Price - since HubSpot only has one Price field in the line item, if you are using GleanQuote Price Lists and want to show Standard Price and Your Price for example, create a custom line item field in HubSpot and name it Standard Price (or MSRP) - and map GQ Standard Price to that field. Otherwise only the end price based on the price list (or conditional price) would show.
• Sync Products - from GleanQuote to HubSpot or from HubSpot to GleanQuote, select the appropriate dropdown value.  The default value is No Sync.  You will need to map the non-standard fields that you want to sync.  The sync occurs every hour automatically if activated.  If you delete a product in HubSpot that was synced to GleanQuote, that product will not be automatically deleted in GleanQuote.  If you delete a product in GleanQuote that was synced previously from HubSpot that product will not be resynced from HubSpot unless you retrigger the sync.  You can retrigger the sync by changing any field mapping or by disabling and re-enabling the sync.  During the sync process, only products that have been created/edited since the last sync will be synced.  All mapped fields get overwritten even if only one field was changed since the last sync.  If you are syncing products from HubSpot to GleanQuote, you can choose whether to sync those products as Fixed Price (the price cannot be edited on the quote editor) or Editable Price (the price can be edited on the quote editor).
• Update HubSpot Deal Stage with GleanQuote Proposal Status - map the GleanQuote Proposal Statuses to HubSpot Deal Stages if you want the HubSpot deal stage to automatically update when the GleanQuote proposal status updates.

Mapping Fields

When mapping fields between HubSpot and GleanQuote, pay close attention to which fields you select based on where you want data to populate and how it needs to be used. 

Fields that map from HubSpot → to GleanQuote

• Company
• Deal
• Contact

If you plan to use variables to populate customer information within your quotes, make sure to map data fields for all variables that you'd like to use to seamlessly personalize each quote to the recipient. If there is no data in GleanQuote for a variable field on a quote, the information that should be filled in by the variable will simply be omitted or blank. Note: Fields such as Address (billing and/or shipping) and email can be mapped from the company and/or the contact, so double check the field names when mapping to variables.

Fields that map from GleanQuote → to HubSpot

• Line Items - Sync product fields from GleanQuote line items back to HubSpot line item fields by mapping the fields.  System fields and fields that are automatically mapped are not available in the mapping drop downs.  For the most part, any custom fields in HubSpot or GleanQuote are available.  
  • Line Item Options -
    • Selections from options will sync into the Description of the line item in HubSpot.  
      • Fixed Product Options will sync to HubSpot as separate line items. Note: If a Fixed Product Option is hidden in GleanQuote, its price will roll up to the Parent Product line item in HubSpot.
      • Input Option values can be mapped to Custom Fields in HubSpot if you need separate fields for reporting. Note: The Input Option value will still be synced to the Description of the line item in addition to the Custom Field.

• Proposal - Sync proposal fields from GleanQuote back to HubSpot deal fields by mapping the fields. For Custom Fields, or GleanQuote fields that don't exist in HubSpot, create matching fields in both systems and map the fields under GleanQuote Proposal Fields to HubSpot Deal Mapping Fields.

Troubleshooting

If you see errors like "page security token has expired", make sure:

• Your browser allows third-party cookies
• Cross-site tracking is enabled
• Popups are allowed

How to Uninstall GleanQuote from HubSpot

1. Export any needed data from GleanQuote (e.g., product lists)
2. Go to HubSpot Connected Apps
3. Find GleanQuote → Click Actions Uninstall
4. Type "uninstall" to confirm
5. If you're canceling your GleanQuote subscription, contact support via the green Help button or gleanview.com