HubSpot integration
HubSpot customer onboarding from closed-won to go-live
Connect HubSpot to OnboardingCustomers with OAuth and every deal that moves to closed-won starts a customer onboarding. Deal fields fill the plan, the customer contacts get a branded portal, and the onboarding stage, go-live date and health are written back to the HubSpot deal for sales and leadership to see.
HubSpot Deal to onboarding
Last sync 2 min ago- dealstageClosed won Trigger, create onboarding
- amount$48,000 Contract value
- line_itemsPractice suite x 12 Products and plan template
- hubspot_owner_idJordan Lee Implementation owner
- closedateOct 14 Kickoff window start
- onboarding_stageConfiguration Written back, every phase change
How the HubSpot integration works
Four steps, set up once. After that, every new customer goes through the same path without anyone copying data between tools.
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1
Connect with OAuth
Approve access from the HubSpot window. You choose the pipeline and the closed-won stage that starts onboarding.
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2
Deal moves to closed-won
When a rep marks the deal won, OnboardingCustomers creates the onboarding for that company.
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3
Deal fields build the plan
Products, amount, seats and dates on the deal are imported and the plan is generated from your matching template.
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4
Progress goes back to HubSpot
Onboarding stage, go-live date and health update on the deal as the plan moves.
A HubSpot customer onboarding example
Kestrel Payroll, a fictional payroll platform, runs its sales pipeline in HubSpot. On Thursday their account executive marks the Brightline Health deal as closed-won. The deal has the products sold (payroll and time tracking), 340 employees, an amount and a requested start date of the first of next month.
Right after that, the onboarding exists in OnboardingCustomers. The plan is generated from the Kestrel template for payroll plus time tracking: kickoff, discovery, configuration, data migration, training and first live payroll, with due dates counted back from the requested start. The Brightline Health contacts on the deal are ready to invite to their portal, where their first tasks wait.
Back in HubSpot, the deal now shows the onboarding stage as Kickoff, the go-live date and the health as on track. Two weeks later, payroll history is late. The health on the HubSpot deal changes to at risk, and the account executive sees it in the same deal view they used to close the sale.
For the plan itself, see the AI onboarding plan. For what happens automatically after the deal arrives, see client onboarding automation.
HubSpot deal properties written back
| Onboarding stage | Data migration |
| Go-live date | Next month, day 1 |
| Onboarding health | At risk |
Reports your team can build in HubSpot
- Closed-won deals by onboarding stage
- Deals at risk or blocked in onboarding
- Expected go-live dates this quarter
- Days from close date to go-live
Why HubSpot alone is not enough for onboarding
HubSpot is excellent at the part of the customer journey that ends at the signature. After closed-won, teams usually stretch it to cover onboarding with a second pipeline, tickets or tasks. That gives the internal team a list, but it leaves out the customer. The customer cannot see the plan, cannot complete their own tasks, cannot upload documents into the right place and cannot sign the remaining agreements without email back and forth.
OnboardingCustomers adds the customer side. HubSpot keeps the deal and the reporting. The onboarding plan, the customer portal, the intake forms, the documents, the signatures and the kickoff live in OnboardingCustomers, and the three fields that matter for the business go back to HubSpot.
What stays where
| Information | Lives in HubSpot | Lives in OnboardingCustomers |
|---|---|---|
| Deal, amount, products | Source of truth | Imported at closed-won |
| Onboarding plan and tasks | Not stored | Source of truth |
| Customer documents and signatures | Not stored | Source of truth |
| Onboarding stage, go-live date, health | Written back for reporting | Source of truth |
OAuth connection
You approve access in HubSpot and can disconnect at any time from either side. No keys are copied into settings.
Field mapping on Scale
Map your own deal properties to plan fields, for example a custom implementation package property that selects the template.
Available from Startup
HubSpot is included on every plan, from $49 per month billed yearly. See pricing for limits.
Frequently asked questions
Still deciding? Write to [email protected] and a person on our team answers.
How do I connect HubSpot?
Which HubSpot plans are supported?
What does OnboardingCustomers write to HubSpot?
Is HubSpot available on the Startup plan?
What if a deal is reopened in HubSpot?
Connect HubSpot and onboard the next closed-won deal
Create an account, connect HubSpot with OAuth and the next deal you close arrives with a plan, a portal and its go-live date back in HubSpot.