HubSpot CRM Sync for WHMCS
Send WHMCS clients to HubSpot as contacts and companies and orders as deals, with revenue fields on each contact and two-way sync for fields you pick.
What will the HubSpot sync do?
It keeps HubSpot in step with WHMCS, so your sales team works from real billing data. Each WHMCS client becomes a HubSpot contact, and clients with a company name also get a company record linked to that contact. Each order becomes a deal in the pipeline and stage you choose, linked to the contact and company. The deal moves to your won stage when the order is paid and to your lost stage when it is canceled or marked as fraud.
This product is built to order: you get the license key once I have checked your account and the download within 15 business days.
What does WHMCS already do, and what does this add?
WHMCS has no HubSpot connection of its own. Its notification rules can send order and invoice events to Slack or email, and its exports give you CSV files to import by hand, but nothing creates or updates HubSpot records. This module adds the contact, company and deal sync, the revenue fields and an optional two-way link for contact fields.
What is included?
| Part | What you get |
|---|---|
| Contacts | Clients as contacts, matched by email at the first sync, then by record ID |
| Companies | A company for each client with a company name, linked to the contact |
| Deals | One deal per order, with the order total as amount and the order ID in a unique property |
| Deal stages | Your won stage when the order is paid, your lost stage when it is canceled or marked as fraud |
| Revenue fields | Total paid, active services, last payment date, client status and WHMCS client ID, in their own property group |
| Two-way fields | Contact fields you choose, copied back to WHMCS when edited in HubSpot |
| Backfill and log | Existing clients and orders sent in batches; every call logged, failures retried |
How does two-way sync work?
For each contact field you choose a direction: WHMCS to HubSpot, HubSpot to WHMCS, or both. WHMCS changes go out when a client is added or edited. HubSpot changes are fetched on each WHMCS cron run by asking HubSpot for contacts modified since the last run, so they arrive within minutes, not in real time. If both sides changed the same field between two runs, the side you set as primary wins and the conflict is logged. The email address, which is also the client's WHMCS login, only ever goes from WHMCS to HubSpot.
Who is it for?
Hosting companies and software sellers that bill in WHMCS but run sales in HubSpot. Without a link, someone exports clients by hand, and a salesperson calling a client cannot see what they bought or whether they pay on time.
What do you need, and what are the limits?
Requirements: a self-hosted WHMCS 8.13 or 9.x (I confirm your exact version at purchase), PHP 8.1 or newer, the WHMCS cron every five minutes, and a HubSpot service key with read and write access to contacts, companies and deals and permission to create properties. HubSpot now points new in-account integrations to service keys instead of private apps; a token from a private app you already have also works.
Limits: it syncs contacts, companies and deals only, not tickets, invoices or products. HubSpot caps requests per account, so large backfills run over several cron runs. Deal amounts are the order total in the order's currency, without conversion.
It costs $99 once for a lifetime license with twelve months of updates and support and a seven-day refund window. I check each new account by hand, which can take up to 24 hours, before the license key is issued, and the download follows within 15 business days of purchase.
Key features
- WHMCS clients created and updated as HubSpot contacts
- Companies for clients with a company name, linked to their contact
- One deal per order in the pipeline and stage you choose
- Deals moved to won when paid and to lost when canceled or fraud
- Unique WHMCS order ID on each deal, so no order is sent twice
- Revenue fields on the contact: total paid, active services, last payment date
- Per-field direction for contact fields: one-way or two-way
- HubSpot edits pulled back on each WHMCS cron run
- Batch backfill of existing clients and orders
- Log of every call with retry for failed ones
Why customers buy this module
- →Sales sees what each client bought and paid without asking billing
- →No more exporting client lists from WHMCS by hand
- →HubSpot lists and workflows can filter on real WHMCS revenue
- →Contact details stay the same in both systems
Frequently asked questions
Will it create duplicate contacts for clients already in HubSpot?
Not for contacts. At the first sync each client is matched to an existing HubSpot contact by email address, which HubSpot itself uses as the main way to avoid duplicates. The module then stores the HubSpot record ID, so a client who later changes their email still updates the same contact. Companies are matched by exact name, so review possible duplicates once after the first sync.
Can a change in HubSpot overwrite client details in WHMCS?
Only for the contact fields you set to HubSpot to WHMCS or two-way. Every other field is sent from WHMCS only. The email address is never written back, because it is the client's WHMCS login. Each change pulled from HubSpot is logged with the old and new value.
When will I get it, and what if you can't deliver?
You get the download within 15 business days of purchase. If I do not deliver it in that time, you get a full refund. Otherwise the store's seven-day refund window applies. The license key is issued after a manual check of your account, which can take up to 24 hours.
Technical specifications
- WHMCS
- 8.13 and 9.x (confirmed at purchase)
- PHP
- 8.1+
- HubSpot access
- Service key with contact, company and deal scopes
- Synced records
- Contacts, companies, deals
- Sync timing
- WHMCS to HubSpot on each event; HubSpot to WHMCS on each cron run
- Availability
- Built to order, delivered in 15 business days
- License
- Lifetime, 1 year of updates and support included
- Delivery
- License key after a manual account check (up to 24 hours); download when built
- Refund window
- 7 days
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