Create a NetSuite sales order in HubSpot

After connecting HubSpot and NetSuite, create NetSuite sales orders directly from HubSpot to keep deal and order data in sync across both platforms. You can trigger sales order creation automatically using deal-based workflows, or create orders manually from a deal record. When a sales order is created, a corresponding HubSpot order is generated and associated with the deal automatically.

Before you get started

• Products in your HubSpot product library must match the corresponding items in NetSuite. This can be achieved either by turning on product sync or by manually mapping the NetSuite Item Name/Number to the HubSpot product SKU. 
• The company currency in your HubSpot account must match the base currency set in your NetSuite account.
• When creating a sales order in HubSpot, include all required fields from a NetSuite sales order. To identify these fields, create a sales order in NetSuite and take note of the required fields.
• Configure the NetSuite sales order to HubSpot order sync before creating orders in HubSpot. If the sync isn't configured, creating a NetSuite sales order won't create a corresponding HubSpot order.
• If your NetSuite account uses legacy tax and your sales order form requires a tax code, set the Tax Code field in the workflow action. Tax codes are pulled from NetSuite for the selected subsidiary, so the subsidiary must have a tax agency configured.

Set up the product sync

1. In your HubSpot account, click the settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click NetSuite.
3. Navigate to the CRM syncs tab. 
4. Click Sync more data.
5. On the Select the data that you want to sync page, click the Select an object dropdown menu for NetSuite, and select the object to sync to HubSpot products. You can sync Assembly Items, Inventory Items, Kit Items, Non Inventory Resale Items, Non Inventory Sale Items, Service Resale Items, and Service Sale Items.
6. Click the Select an object dropdown menu for HubSpot and select Products. 
7. Click the arrows dropdown menu, and select whether the sync is bi-directional or one way between the app and HubSpot, or vice versa. 
8. Finish setting up the sync and turn the sync on. Learn more about customizing your sync settings. 

Map the NetSuite item to HubSpot product

To sync NetSuite items such as Gift Certificates or Drop Ship Items to HubSpot products, add the NetSuite Item Name/Number to the HubSpot product SKU field. 

1. In your HubSpot account, click More, then navigate to CRM > Products. If More doesn't appear in your account, navigate to CRM > Products directly.
2. Click the product you want to map to the NetSuite item.
3. In the SKU field, enter the NetSuite ItemID (Item Name/Number). The NetSuite item must be active in NetSuite. Inactive items cannot be added to sales orders.
4. Click Save. 

Create NetSuite sales orders using deal-based workflows

Please note: a NetSuite customer sync is required for this feature. When configuring the integration's sync settings, Company customers or Individual customers must be selected. 

Use deal-based workflows to automatically create NetSuite sales orders when the workflow is triggered.

1. In your HubSpot account, click the settings icon in the top navigation bar. In the left sidebar menu, navigate to Integrations > Connected Apps.
2. Click NetSuite.
3. Click the Feature discovery tab. 
4. On the Automate your NetSuite sales orders card, click Go to workflows. 
5. To edit an existing workflow, hover over the workflow, then click Edit. Or, learn how to create a new deal-based workflow.
6. In the workflow editor, click the + plus icon to add an action. 
7. In the left panel, search for NetSuite and select Create a NetSuite sales order.

8. Set up your NetSuite sales order action. The following fields are required unless indicated:

• • NetSuite account: a list of connected NetSuite accounts will display, select an account to create the sales order.
  • Items: set the deal's associated line items as the Items for the sales order. Tax codes for line items are automatically mapped to the corresponding NetSuite tax codes during sync.
  • Item Price: select Use HubSpot item line price or Use NetSuite list price. 
  • Subsidiary: a list of subsidiaries associated with the selected NetSuite account will display. Select a Subsidiary to create the sales order.

• • Customer: select either Use first associated HubSpot contact or Use first associated HubSpot company to set as the designated Customer for the sales order. 
  • Include Attachments (optional): select the checkbox to include all files from the Attachment section of a HubSpot deal record in the corresponding NetSuite order. 
  • NetSuite Folder: select which folder the attachments will be created in. 

• • Tax Code (optional): select a tax code to apply to the sales order's line items. The list shows the tax codes configured in NetSuite for the selected Subsidiary.
    • A tax code is used by NetSuite accounts on legacy tax, where a tax code is required on every sales order line. On SuiteTax accounts, leave this field empty and NetSuite's tax engine calculates tax automatically.

Please note: if your NetSuite sales order form requires a tax code, you must set this field or the sales order won't be created. If no options appear in the dropdown, confirm the account uses legacy tax and that the selected subsidiary has a tax agency configured in NetSuite.

• • To add another field to the sales order, click the Add another field dropdown menu and select a field. Only standard NetSuite fields will be displayed; reference fields won't appear. 
    • To populate the field with property values from the enrolled deal record, click Deal in this workflow. Then, select a property. 
    • To populate the field based on other actions in the workflow, click the action name and select an option. You can populate fields based on an action's outcome, or outputs from the action.
    • To remove a field from the sales order, click the deletedelete icon next to the field. 

After the workflow creates a NetSuite sales order, a corresponding HubSpot order will be created automatically. The HubSpot order will be associated with both the HubSpot deal and the NetSuite sales order. 

Please note: make sure that you have configured the NetSuite sales order to HubSpot order sync. If the sync isn't configured, creating a NetSuite sales order won't create a corresponding HubSpot order.

Create NetSuite sales order from a deal record

To manually create a NetSuite sales order from a HubSpot deal record:

1. In your HubSpot account, click More, then navigate to CRM > Deals. If More doesn't appear in your account, navigate to CRM > Deals directly.
2. Click the name of the deal you want to create a NetSuite sales order for. 
3. On the right sidebar of the deal, on the Sales Orders card, click Add  > Create a NetSuite sales order.

4. On the Account page, select the NetSuite account and the custom form to create a sales order.
5. Click Next.
6. On the Customer page, select the NetSuite customer and the Subsidiary account you want to create a sales order for.
7. Click Next.
8. On the Attachments page, click the Include attachment dropdown menu and select whether to include attachments. 
9. Click Next. 
10. On the Order page, add the order information to the sales order fields based on your chosen custom form type. 
11. On the Review page, review the sales order and make any necessary edits.
12. Click Create sales order. 

After you create a NetSuite sales order, a corresponding HubSpot order will be created automatically. The HubSpot order will be associated with both the HubSpot deal and the NetSuite sales order. 

Please note: make sure that you have configured the NetSuite sales order to HubSpot order sync. If the sync isn't configured, creating a NetSuite sales order won't create a corresponding HubSpot order.