The Hubspot integration in wayahead is designed to streamline your workflow to work out a complete business forecast. When configured, wayahead will include upcoming deals in the Forecast report, allowing you to forecast both deals in the Hubspot pipeline and live jobs from Streamtime on the same platform.

When deals get approved, you can easily convert them to a Streamtime job with just a couple of clicks, regardless of whether you start from a new job or a template, automatically creating missing contacts and companies in the process.

To make the integration smooth, there are a few things to set up:

To get started go to the wayahead Setup > Hubspot Integration and click "Connect". You will be taken through the Hubspot authentication procedure, at the end of which you are brought back to the same page in wayahead.

Note: The scope of the integration covers deals, contacts, companies, owners and item lines. Mostly wayahead just requests read access, except for deals, where we need the rights to write back in the streamtime_id field.
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Once connected, you will see the following result (below). wayahead shows you are connected to Hubspot and confirms the account id of the Hubspot account you are connected to.

Now switch on Show Hubspot deals in Forecast.

When you do this, wayahead checks if the required streamtime_id field exists on the deals. If not, the process stops. You will need to create the missing field first before continuing.

Once you switched on this option, wayahead will list the various Hubspot Pipelines and deal stages.

Select which pipelines and deal stages you wish to include in the wayahead Forecast. You may not want to include deals from all pipelines. Similarly, you won't want to show deals from all stages. E.g. a deal that is "Closed Lost" in Hubspot should never show up in wayahead's Forecast. Click "Update Hubspot" to save the selected configuration.

When you load the wayahead Forecast, first the WIP jobs from Streamtime are loaded. After that, wayahead loads the expenses (optional) and finally it fetches and displays all the Hubspot Deals, so there will be a slight delay before you see the deals in the Forecast.

Note that only deals matching the selected pipelines and stages are loaded and wayahead automatically excludes deals that have the streamtime_id already pre-populated. In other words, deals already converted to a Streamtime job never show up in the Forecast. Finally, wayahead also excludes all deals without a close date OR deals with a close date older than 5 months ago. If a deal from 2 years ago was WON and converted to a Streamtime job, it might not have a streamtime_id, but we still don't want it to show up. The close date condition ensures we don't pull in historic data.

Deals show up with an orange icon, in the brand colour of Hubspot. The budget column will show the Deal Amount from Hubspot.

You can filter out all Hubspot deals from the list, either by searching for 'hubspot' or by using the Hubspot filter option.

Click any of the the finance figures on the deal (budget, invoiced or forecasted columns) to see the Deal details:

You can forecast your deals exactly in the same way as you can forecast Streamtime jobs, with both positive amounts (income) as well as negative amounts (costs). All forecasts are stored as wayahead forecast items. Deal pills can be dragged and dropped on different months and modified the same way as Streamtime job forecast pills.

Different from Streamtime jobs, forecasts against deals shift forward or backward automatically along with the deal's close date. For example, my deal has a close date of March 15th. I have forecasted 3 pills for March, May and July. But then the project looks to go ahead sooner than expected and I update the close date to January 15th (-2 months). Upon reloading the Forecast, you will see the three pills also shifted forward 2 months, to January, March and May.

Footer summary

The Hubspot deals are automatically summarised per month in a separate footer line. These values are the sum of (filtered) hubspot deals in the Forecast at their original forecast (unweighted) value.

Probability

Every deal is linked to a stage in Hubspot and each stage has a certain deal probability. wayahead will use the probability to automatically add weighted deal values to the Forecast. While the footer shows the sum of all hubspot deals at their original value, the Forecast will show weighted totals.

For example, a deal in stage "Presentation Scheduled" has a probability of 60%. So if I forecast $10,000 for March, it will add $10,000 to the Hubspot footer, but will only add $6,000 in the Forecasted Sales.

At some point, you'll want to convert a Hubspot deal to a Streamtime job. This could be after the client has approved it, when you're ready to start booking time on it or when you're starting to plan out and quote the job.

To create a Streamtime job, open the Hubspot deal details modal and click the + new job button.

wayahead will first check if the customer and contact already exist in Streamtime. If you already have a customer in Streamtime with the correct name, but the name is not spelled the same, then please fix the client name in Streamtime or Hubspot first before proceeding.

Next, wayahead will ask if you wish to create a new job or choose to duplicate a job from an existing template.

To do this, wayahead fetches all Streamtime jobs labeled "Template" or "template"

Pick a new job or template and click OK to proceed.