HubSpot CRM and Marketing Sync

The problem this solves

Your sales team lives in the CRM. Your money lives in SAP Business One. Between the two sits a manual handover that costs you accuracy every single day.

A deal is marked closed-won in the CRM. Somebody re-types the customer name, the billing address, the tax ID and the line items into a Sales Order in SAP Business One. The item codes are guessed from a product name. The currency is right most of the time. Two weeks later finance raises the A/R Invoice, and nobody in the CRM knows: the deal shows a value that was an estimate, not the invoiced amount. When the CFO asks which campaign produced collected revenue rather than pipeline optimism, the answer is a spreadsheet built by hand from two exports.

The reverse direction is just as broken. A customer's credit limit is tightened in SAP Business One, but the salesperson keeps quoting. An account goes on hold; the CRM shows it as healthy. A partial delivery happens; the deal record says nothing.

What ECOSIRE builds

We build a bidirectional, per-tenant integration between your CRM tenant and your SAP Business One company database. It is a real add-on plus a middleware service — not a spreadsheet macro and not a one-off export.

Master data: contacts and companies to Business Partners

Companies map to Business Partner master records (OCRD) as customers or leads, with a configurable card-code strategy so you do not end up with duplicates: match on tax ID, on federal tax number, on a CRM record ID stored in a UDF, or on a normalised name, in a priority order you choose during scoping. Contacts map to Business Partner contact persons (OCPR) with their own e-mail, phone and role. Addresses land in the correct ship-to and bill-to rows (CRD1) rather than being flattened into one line. Payment terms, price list, sales employee, currency and default warehouse are mapped from CRM properties or defaulted per rule.

Every synced record carries a link on both sides: a UDF on the Business Partner holding the CRM object ID, and a CRM property holding the SAP Business One CardCode. That link is what makes the sync idempotent and re-runnable.

Deals to Sales Quotations and Sales Orders

When a deal reaches the stage you nominate, we create a Sales Quotation (ORDR/OQUT depending on your chosen flow) through the Service Layer. Deal line items map to document lines with resolved ItemCode, quantity, unit price, discount percent, tax code, warehouse and, where you use them, cost centre and distribution rules. Deals that fail validation — unknown item, blocked Business Partner, over credit limit — do not silently vanish: they are written to an error queue with the exact SAP Business One message and surfaced back onto the deal so the salesperson can fix the cause.

On closed-won we can convert the Quotation to a Sales Order, or create the Sales Order directly. The document number, DocEntry and a deep link back into SAP Business One are written to the deal.

Invoices, payments and real revenue attribution

This is the part that makes the CRM trustworthy. A/R Invoices (OINV) and Incoming Payments (ORCT) flow back to the deal and the company record: invoiced amount, paid amount, open balance, due date, document currency and the local-currency equivalent. Credit notes reduce the attributed figure. Your CRM reports then attribute campaigns, sources and owners to invoiced and collected revenue, not to a value somebody typed at quote time.

Credit, hold and delivery status back to sales

Credit limit, current account balance, Frozen status and the aged open balance are pushed back onto the CRM company record so a rep sees the account's real financial state before quoting. Delivery documents and their status can be surfaced on the deal for the same reason.

How it is built technically

The integration is delivered as a SAP Business One add-on plus a service component. Reads and writes into SAP Business One use the Service Layer (REST/OData) for document and master-data operations, with the DI API used where a specific object or behaviour requires it. Extensibility is done properly: UDFs for cross-system keys and sync stamps, UDTs for mapping tables (item mapping, stage mapping, currency and tax mapping) so your team can maintain mappings without a code change, and a UDO for the sync log so entries are first-class SAP Business One records with authorisations and query access. Where an order created by the integration must be reviewed before it becomes binding, we hook your existing approval procedures rather than inventing a parallel approval mechanism.

On the CRM side we consume the vendor's public REST APIs and subscribe to their webhooks, with signature verification, retry with backoff, and a durable queue so a CRM outage or an SAP Business One restart delays the sync instead of losing it. Every direction is rate-limit aware.

Reporting is available in Crystal Reports where you want SAP-side output — for example a sales-employee performance report that combines CRM source data stored in UDFs with invoiced revenue.

Who this is for

SAP Business One companies running a CRM-led sales motion: distributors, manufacturers with a quoting sales team, project-based service businesses, and any company whose marketing team is asked to prove revenue rather than lead volume. It fits best where there are between a handful and a few thousand deals per month and where item catalogues are maintained in SAP Business One as the master.

It is not the right fit if you have no CRM in place yet, or if you want SAP Business One to be driven entirely from the CRM including inventory and financial posting — that is a different, larger scope we would rather discuss honestly than under-quote.

How delivery works

1. Scoping call. We walk your actual objects: which CRM pipelines and stages matter, how your item catalogue is structured, which Business Partner fields are mandatory in your company database, your tax setup, your currencies, and whether you are on SQL Server or SAP HANA. We look at your existing UDFs so we do not collide with them.

2. Fixed quote. You get a written scope with the field-level mapping, the sync directions, the error-handling behaviour, the timeline and a fixed price. No hourly open-ended engagement.

3. Build. Typical lead time is two to four weeks depending on mapping complexity. You get progress checkpoints, not silence.

4. Install into your test company. We install into a copy of your production company database first, load the mapping tables, and run your real data through it. You verify documents against your own expectations before anything touches production.

5. Production install and cutover. Scheduled with you, with a documented rollback. Initial back-population of existing Business Partners and open documents is handled as part of cutover.

6. Support window. A defect-fix window after go-live is included, with the length stated in your quote. Mapping changes after that are quoted as small changes — most are UDT edits your own team can make.

Everything is delivered per tenant, for your company database, with the source code and documentation handed to you.