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Configure HubSpot Integration Sync Options

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Last updated on Aug 26, 2026

Control how Advanced Billing exchanges data with HubSpot by configuring product, customer, deal, subscription, and timeline-event sync options. These settings determine what syncs, in which direction, and what automatically happens in HubSpot as a result.

Before you start

Complete this after connecting an Advanced Billing site to HubSpot. If your site isn't connected yet, follow Setup the HubSpot Integration first.

Configure sync settings

All settings below are found in Advanced Billing at Config > Integrations > HubSpot > Edit Sync Options.

Sync the product catalog

This single toggle controls whether your Advanced Billing catalog syncs into HubSpot at all.

Setting	Description
Enable sync of Product Catalog from Advanced Billing to HubSpot	Syncs your Advanced Billing products, components, and coupons into the HubSpot Product Library as line items. Requires a HubSpot Professional or Enterprise plan.

Enable Custom Pricing

Turn this on before anyone on your team can negotiate pricing on a HubSpot deal.

Setting	Description
Enable Custom Pricing from HubSpot to Advanced Billing	Lets HubSpot users set negotiated pricing on a deal's line items instead of using catalog pricing. See Set Custom Pricing on a HubSpot Deal. Disabling this blocks setting new custom prices and editing existing ones. Already-set custom prices remain in place until someone manually deletes them.

the HubSpot integration settings with the Custom Pricing section outlined and its checkbox enabled — The Enable Custom Pricing setting

Sync customers to HubSpot Contacts and Companies

These settings control how Advanced Billing customers sync into HubSpot, and how Contact and Company IDs keep the two records linked.

Setting	Description
Enable sync of customers from Advanced Billing to HubSpot	Syncs Advanced Billing customers into HubSpot as Contacts. Do not update - If an existing HubSpot Contact matches by email address, leave that Contact's fields untouched. Overwrite all fields - If an existing HubSpot Contact matches by email address, overwrite all of its fields with the Advanced Billing customer's data. If more than one Advanced Billing customer shares the same email address, HubSpot only keeps one Contact for that address, since it enforces unique Contact emails. Which customer's data syncs to that Contact isn't user-configurable.
Do not Sync Contact Updates to Advanced Billing Customers	When enabled, updates to an existing HubSpot Contact do not sync back to its matching Advanced Billing customer. A new HubSpot Contact still syncs to Advanced Billing as a new customer. Allow Update of HubSpot Contact Email Address to Advanced Billing Customer Email - Still let a Contact's email address update the Advanced Billing customer's email, even with the setting above enabled. Disable all fields - Block every field from updating the Advanced Billing customer, including email.
Use Contact and Company IDs	Adds Contact ID and Company ID fields to Advanced Billing customer records, and enables the Billing Company selector on the Subscription Preview. See Sync HubSpot and Advanced Billing Fields. Also enables Company-level timeline events and a Company CRM card, in addition to the Contact and Deal versions.
Advanced Billing Customer Address Information	Only available when Use Contact and Company IDs is enabled. Use Contact as default address - Use the Contact's address for the Advanced Billing customer. This is the default setting. Use Company as default address - Use the Company's address for the Advanced Billing customer, if a Company is attached to the deal and has an address on file. Falls back to the Contact's address otherwise.
Enable Contact merge functionality	(Available only for specific accounts. Contact support@maxio.com if you're interested in this capability.) When enabled, Maxio automatically updates the Contact ID stored on an Advanced Billing customer after HubSpot contacts are merged. See HubSpot Contact ID updates after contact merges.

Automate deal creation

Choose when the integration should create a HubSpot deal on its own, and where each one lands.

Setting	Description
Create deals in HubSpot when subscriptions are created	Automatically creates a HubSpot deal whenever a subscription is created. Include components as line items to created deals in HubSpot - Also add the subscription's components as deal line items. Allow HubSpot users to change pipeline and stage on subscription preview - Lets a HubSpot user move the deal to a different pipeline or stage from the Subscription Preview screen. Select the deal stage the created deal starts in.
Create deals in HubSpot when existing subscriptions' component allocations increase	Automatically creates a HubSpot deal when a subscription's component allocation increases. Select the deal stage the created deal starts in.
Enable deals for component allocation changes (click "View Details" on a subscription CRM card)	Lets a HubSpot user create a deal to submit a component allocation change directly from the subscription CRM card. Select the deal stage the created deal starts in.
Deal amount for component allocation change	Applies to deals created by the two component-allocation automations above. The prorated amount The full amount

Important: If a deal created by the "component allocation changes" automation is in HubSpot's default pipeline, submitting the allocation change automatically moves that deal to Closed Won. If the deal is in a custom pipeline, it isn't moved.

Timeline event landing settings — Deal stage settings for automatically created deals

Choose how deal amount is calculated

This setting decides what value the integration writes into a created deal's Amount field.

Setting	Description
Set Deal Amount Calculation based on Hubspot line items calculation	(Available only for specific accounts. Contact support@maxio.com if you're interested in this capability.) Calculates the deal amount from HubSpot's own line-item rollup (TCV, ACV, ARR, or MRR) instead of Advanced Billing's subtotal-minus-discount calculation.

a HubSpot deal's line items with the resulting deal amount outlined above the table — The Deal Amount Calculation setting

Enable subscription actions in HubSpot

Choose which actions are available from a subscription's Actions menu on the Maxio CRM card. View Details, Sync Now, and Manage Coupons are always available; the rest are optional:

Activate and Payment Profile
Clear Pending Cancellation
Give/Deduct Service Credit
Initiate Cancellation
Put On Hold
Reactivate Subscription
Record Payment
Resume Subscription
Upgrade/Downgrade

Subscription actions UI — Subscription action toggles

Sync custom fields

These settings control whether your Advanced Billing custom fields exist as HubSpot properties, and whether their values keep syncing over.

Setting	Description
Initialize custom fields on customers and subscriptions as custom properties on HubSpot	Creates a HubSpot custom property for every Advanced Billing custom field on the Customer and Subscription resources that doesn't have one yet. Run this again any time after adding new custom fields in Advanced Billing — new fields aren't picked up automatically.
Enable sync of customers' custom fields to HubSpot	Syncs values for customers' custom fields into their matching HubSpot custom properties.

Enable timeline events

Choose which Advanced Billing activity posts to the Contact, Deal, and Company timelines in HubSpot. Each event you enable posts separately to whichever of those three records the subscription is associated with.

Timeline event	What the timeline card shows
Component Allocation Change	The component name and its previous and new allocation quantities, with a link to that component's allocation screen.
Direct Debit Payment Paid Out	A link to the subscription and to the customer's payment profiles. Doesn't include an amount.
Direct Debit Payment Pending	A link to the subscription and to the customer's payment profiles. Doesn't include an amount.
Direct Debit Payment Rejected	A link to the subscription and to the customer's payment profiles. Doesn't include an amount or rejection reason.
Dunning Step Reached	Which dunning step was reached, with a link to the subscription's dunning details.
Expiring Card	The card's expiration month/year and last four digits, with links to the subscription and payment profiles.
Invoice Issued	The invoice number, amount due, a list of line-item titles on the invoice, and a link to the invoice.
Payment Failure	The failed transaction's ID, amount, and any memo returned by the payment gateway (often the decline reason), with a link to the subscription's payment activity.
Payment Success	The transaction's ID and amount, with a link to the subscription's payment activity.
Pending Payment Completed	The payment amount, with a link to the subscription's payments.
Pending Payment Created	The payment amount, with a link to the subscription's payments.
Pending Payment Failed	The payment amount, with a link to the subscription's payments. Doesn't include a failure reason.
Prepaid Subscription Balance Changed	The subscription's current prepaid balance, with a link to the subscription. Doesn't show the previous balance or how much it changed by.
Proforma Invoice Issued	The amount due, with a link to the subscription's list of proforma invoices.
Refund Failure	The refund amount and the error message explaining why it failed, with a link to the subscription's activity.
Refund Success	The refund amount and any memo attached to the refund, with a link to the subscription's activity.
Renewal Success	A link to the subscription's activity. Doesn't include the renewal amount or new period dates.
Subscription Bank Account Updated	A link to the subscription's payment profiles. Doesn't show the new account details.
Subscription Card Updated	A link to the subscription's payment profiles. Doesn't show the new card details.
Subscription Group Card Updated	A link to the subscription group's page. This is the only event scoped to a subscription group rather than a single subscription.
Subscription Product Change	The previous and new product (each with its price point), with a link to the subscription's insights page.
Subscription State Change	The subscription's new status (for example, Active, Canceled, or Past Due), with a link to the subscription's activity.
Upcoming Renewal Notice	The upcoming renewal date and the renewal message, with a link to the subscription's activity.
Upgrade/Downgrade Failure	The product the subscription was attempting to move to, with a link to the subscription's activity. Doesn't show the product it was moving from.
Upgrade/Downgrade Success	The new product (with its price point), with a link to the subscription's activity. Doesn't show the previous product.

Next steps

Continue to Build and Price a HubSpot Deal.

For the full list of synced fields and how address and Contact ID syncing behave, see Sync HubSpot and Advanced Billing Fields.

For common sync errors and how to resolve them, see Troubleshooting and FAQs.

Still need help?
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