INTEGRATIONSEXACT ONLINE + HUBSPOTConnect Exact Online to HubSpot
Sales works in HubSpot, finance in Exact Online. Without an integration, someone retypes every won deal and sales asks finance whether a customer has paid yet. An integration removes that manual work and lets both teams work with the same customer data.
ISO 9001 & 27001
- Company and contacts comes from HubSpot
- Won deal with products comes from HubSpot
- Customer number and payment terms goes to HubSpot
- Invoice and payment status goes to HubSpot
- Items and prices goes to HubSpot
Built for clients including Tata Steel, M&G Investments, Digistore24, Toppers in Concert, Bar-le-Duc and Loogman
HubSpot is often the first place a customer exists: as a lead, contact, company and deal. Only when the deal is won does finance need that customer. Then the same name, address and VAT number have to go into Exact all over again. Every time you retype, differences creep in: a different billing address, a duplicate account, a deal without a customer number.
The other way round, sales misses what finance knows. Whether a customer pays on time, how much is outstanding and whether there's a credit limit, all sit in Exact. With that data on the company in HubSpot, an account manager can see before a renewal conversation whether anything is still outstanding, without opening Exact.
For each item: which direction it goes, when, and why. This is the starting point; in the first conversation we fit it to your situation.
- 01Company and contactsHubSpot → Exact Onlinewhen a deal is won
The HubSpot company becomes an account in Exact, with the contacts as contacts. If the account already exists, you link on Chamber of Commerce (KvK) or VAT number instead of company name.
- 02Won deal with productsHubSpot → Exact Onlinewhen the deal stage changes to won
The products on the deal become lines on a sales invoice in Exact, or on a sales order if you have the wholesale or manufacturing package. The product codes in HubSpot must then match items in Exact exactly.
- 03Customer number and payment termsExact Online → HubSpotas soon as the account exists in Exact
Exact returns the customer number to a property on the company in HubSpot. With the next deal, the integration knows straight away which account it is.
- 04Invoice and payment statusExact Online → HubSpotwhen an invoice is processed and paid
Invoice number, amount, due date and payment status go on the company in HubSpot. You can build workflows on them, such as a task for the account manager when an invoice is overdue.
- 05Items and pricesExact Online → HubSpotwhen an item is created or changed
Exact leads for items and prices. The HubSpot product library follows Exact, so sales doesn't sell a product finance doesn't know about.
Not always. If an existing integration for Exact Online and HubSpot does exactly what you need, we'll tell you.
HubSpot has its own sync app for Exact Online, built by HubSpot. It links accounts to companies, contacts to contacts, sales invoices to invoices, items to products, opportunities to deals and sales orders to orders, one-way or two-way and with filters. Default field mappings are ready to go; custom field mappings require Data Hub Starter or higher. The Exact Online App Store also lists HubSpot integrations from other vendors.
Such an integration is enough if you want to keep records in sync. It does less when your process has rules: only invoice once a deal is in a certain stage and there's a signed quote, or split one deal across two administrations. Those rules need an integration of your own.
- A deal may only become an invoice once conditions are met, such as a signed quote or a purchase order number from the customer.
- You work with several Exact administrations and the deal determines which legal entity invoices.
- You sell subscriptions or instalments and invoice per instalment rather than per deal.
- You also sell to consumers, who exist in HubSpot as contacts without a company.
- You want to use payment behaviour from Exact in HubSpot workflows and reports.
AI reads, sorts and prepares a suggestion. Where it matters, a person decides.
Summary for the customer conversation
Before a renewal conversation, an AI step turns the payment history from Exact into a short note on the company in HubSpot: how quickly does this customer pay, what is outstanding, were there credit notes. The AI only reads.
Checking a deal before it goes to Exact
An AI check compares the won deal with the quote and the account in Exact: is the VAT number right, is a purchase order number missing, does the price differ from the price list? Discrepancies become a task for the account manager. The invoice only goes into Exact after a person approves.
Which system leads
Choose per field. HubSpot usually leads for contact details and deal stage, Exact for customer number, payment terms, VAT number and invoice status. Never leave a field freely editable in both systems with two-way sync: then whoever saves last wins.
Contacts without a company
In Exact, every contact belongs to an account. So a HubSpot contact without an associated company can't simply come across. Decide whether you create an account in the person's name for consumers, or hold the deal until a company is attached.
One place where the invoice is created
HubSpot has invoices of its own, and so does Exact. Pick one. If HubSpot creates the invoice, you only post a sales entry in Exact. If you create it in Exact, switch off sending invoices in HubSpot, or the customer gets two.
Duplicate accounts at the start
When you first connect, the same customers are often already in both systems, spelt slightly differently. Deduplicate first, and link on KvK or VAT number. Matching on company name alone leads to duplicate customer accounts later.
What goes where
Which data moves, in which direction, and which system wins when two values differ. That is written down before anything gets built. For this integration, that means: Company and contacts, Won deal with products, Customer number and payment terms, Invoice and payment status, Items and prices.
Fields and rules
For every field, how it translates between the systems: statuses, VAT codes, general ledger accounts, item numbers. And what happens with a duplicate or a missing value. For this integration, that means: Which system leads, Contacts without a company, One place where the invoice is created, Duplicate accounts at the start.
Testing with real cases
In a sandbox or test administration, with the exceptions you actually run into: credit notes, partial deliveries, changed customer details.
Live, with logging and monitoring
Every sync is logged, and when something fails, someone gets an alert. If a vendor changes its API, we update the integration.
No account manager. You talk to someone who builds integrations themselves, and who will tell you when a standard integration is enough.
- Office on the Duivendrechtsekade in Amsterdam
- ISO 9001 and ISO 27001, certified by Kiwa
- 500 projects delivered
- 4.8 from 127 reviews
Does HubSpot have its own integration with Exact Online?
Yes. HubSpot has its own sync app for Exact Online in the HubSpot App Marketplace. It keeps companies, contacts, products, deals, orders and invoices in sync, among other things. For custom field mappings you need Data Hub Starter or higher.
Can a won deal in HubSpot automatically become an invoice in Exact?
Yes, through the Exact API. The products on the deal become invoice lines, linked to items in Exact. Do let a fixed rule or a person decide when a deal is ready to invoice: reversing an invoice is more work than creating it a day later.
Can sales see in HubSpot whether a customer has paid?
Yes. The integration fetches invoice and payment status from Exact and puts it on the company in HubSpot. You can build lists and workflows on it.
Should HubSpot or Exact lead for customer data?
It depends on the field. Contact details and deal stage belong in HubSpot; financial data such as customer number, payment terms and VAT number in Exact. Agree on that split before you start connecting.
What happens to consumer customers from HubSpot?
Exact expects an account for every contact. For consumers, you therefore create an account in the person's name. Build that into the integration, or deals from consumers get stuck.
Related services
- Connect Exact Online to SalesforceConnect Exact Online to Salesforce: opportunities to the right administration, payment status back, and a set-up that fits within the Exact API limits.
- Connect Exact Online to PipedriveConnect Exact Online to Pipedrive: won deals become invoices in Exact, payment status comes back to the deal, and what to watch with people and products.
- Connect Exact Online to ShopifyConnect Exact Online to Shopify: orders as sales entries, VAT on EU sales, reconciling Shopify Payments payouts, and keeping stock levels in sync.
- Connect Exact Online to WooCommerceConnect Exact Online to WooCommerce: post orders and refunds, align VAT settings, process payment provider payouts and keep stock levels up to date.
- Connect Exact Online to bolConnect Exact Online to bol.com: post orders, process bol's invoice with commission and fees, upload business invoices and track Fulfilment by bol stock.
- Connect Exact Online to SimplicateConnect Exact Online to Simplicate: what Simplicate's own integration does with invoices and payments, how to set up revenue groups, and when you need more.
Sources
The technical facts on this page come from the vendors' official documentation, checked on 19 September 2026. Vendors change their APIs and limits; when we build an integration, we always check the current state.