Zero invoices re-keyed by hand
The invoice is created from the closed-won deal, with the quote’s line items. Nobody types it in again.
Invoicing and ERP
HubSpot ↔ Holded integration: every closed-won deal becomes an invoice
When a sales rep closes a deal in HubSpot, Holded (a Spanish cloud ERP) creates the contact and the invoice with the quote’s line items, and the invoice number and PDF flow back to the CRM. We’ve rolled it out at companies in very different industries.
90/90
acceptance tests passed before going live
5
companies with their payments recorded in Holded
4
payment methods: Stripe, Redsys, bank transfer and cash
- Industries
- Retail shop, foodtech, tax advisory, manufacturing and law firm
- Company type
- SMEs and a law firm with 5 companies
- Systems
- HubSpot, Holded, Stripe and Redsys
- In HubSpot
- Deals, quotes and a custom payments object
- Duration
- In phases
The challenge
Sales closed in HubSpot, then admin started all over again in Holded
All of these companies had the same problem: the sales team prepared the quote and won the deal in HubSpot, then someone in admin had to recreate the customer, the products and the invoice in Holded. Double the work, and a risk of errors in amounts, taxes or billing details.
On top of that, sales couldn’t tell which invoices had been paid without asking admin.
The most demanding case was a law firm with 5 companies: every payment (by Stripe, Redsys, bank transfer or cash) had to be recorded in the right company’s cash account, with its invoices, receipts and reminders, and ready for Verifactu (Spain’s e-invoicing regulation).
The solution
A two-way integration, tested before going live
From closed-won deal to Holded
When a deal is won, the contact and the invoice, pro forma or project are created in Holded, with the same line items as the HubSpot quote.
Invoice number and PDF back in the CRM
HubSpot receives the invoice number and the PDF, so the sales rep has it on the record without asking anyone.
Up-to-date payment status
The integration regularly checks for paid invoices in Holded and updates HubSpot.
A payments object for the law firm
We created a custom “Payments” object in HubSpot for Stripe, Redsys, bank transfer and cash payments, which are recorded in each company’s cash account in Holded.
Invoices, receipts, reminders and Verifactu
Draft invoices with VAT, automatic receipts and reminders, with the flow ready for Verifactu.
Acceptance testing
Before the law firm’s integration was switched on, all 90 planned acceptance tests were passed, without exception.
The results
Sales and admin, working from the same data
90 out of 90 tests passed
The law firm’s integration went live after all 90 acceptance scenarios had been validated.
5 companies, one single view
Every payment is recorded in its company’s cash account in Holded and is visible in HubSpot.
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Invoicing twice for what you’ve already sold?
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