Vantage Online and HubSpot integration
See Vantage Online customers, contacts, contracts, items, sales orders and invoices inside HubSpot. Your team can create customers, products and sales orders in Vantage Online from HubSpot workflows, without re-keying.
Best for Managed print service providers running Vantage Online who sell from HubSpot.
What syncs
From Vantage Online into HubSpot
Records sync on a schedule and update the matching records on the other side, with OW Sync’s own properties added where HubSpot has no equivalent field. To create or change records in Vantage Online from HubSpot, use the workflow actions below.
 Vantage Online | Direction |  HubSpot |
|---|---|---|
| Customers | into HubSpot | HubSpot companies |
| Customer people | into HubSpot | HubSpot contacts |
| Suppliers | into HubSpot | HubSpot companiesOff by default |
| Items | into HubSpot | HubSpot products |
| Contracts | into HubSpot | HubSpot deals |
| Sales orders | into HubSpot | HubSpot ordersIncludes line items |
| Invoices | into HubSpot | HubSpot invoicesIncludes line items |
→ Into HubSpot on a schedule
- Links people to their customers, customer sites to their head office, and contracts, orders, invoices and their lines to the right companies and deals automatically.
- Exclusion rules let you stop records that match conditions you set from syncing.
Write back from HubSpot
Workflow actions
Use these in any HubSpot workflow to create or update records in Vantage Online, so your team never re-keys an order.
Every plan
- Create a customer
- Update a customer
- Create a contact
- Update a contact
Standard and Advanced
- Create a product
- Update a product
- Create a sales order
- Update a sales order
- Add a line item
- Edit a line item
Plans and pricing
What it costs
A one-off setup fee of £2,000, then a monthly subscription. Annual billing is also available. Prices exclude VAT.
- Scheduled sync into HubSpot
- Every 1 to 24 hours
- Related records linked
- Every 15 minutes
- Weekend syncs
- Not included
- Workflow actions
- 4 of 10
- Create a customer
- Update a customer
- Create a contact
- Update a contact
- Scheduled sync into HubSpot
- Every 30 minutes to 24 hours
- Related records linked
- Every 5 minutes
- Weekend syncs
- Not included
- Workflow actions
- All 10
- Create a customer
- Update a customer
- Create a contact
- Update a contact
- Create a product
- Update a product
- Create a sales order
- Update a sales order
- Add a line item
- Edit a line item
- Scheduled sync into HubSpot
- As often as every minute
- Related records linked
- Every minute
- Weekend syncs
- Included
- Workflow actions
- All 10
- Create a customer
- Update a customer
- Create a contact
- Update a contact
- Create a product
- Update a product
- Create a sales order
- Update a sales order
- Add a line item
- Edit a line item
Scheduled syncs run every working day between 07:00 and 19:00 UK time. Setup includes connecting your accounts, creating the HubSpot properties and checking the first sync with you.
How it connects
Cloud API: OW Sync connects directly to Vantage Online.
What you need
A Vantage Online username and password.
Good to know
- Records deleted in Vantage Online are not removed from HubSpot; they simply stop updating.
- Nothing moves from HubSpot into Vantage Online on a schedule; changes go back through HubSpot workflow actions.
Questions
Fair questions
Can we write back to Vantage Online from HubSpot?
Yes, through HubSpot workflow actions. Every plan can create and update customers and contacts. Standard and Advanced add products, sales orders and line items. Nothing is written to Vantage Online unless a workflow you build tells it to, so you stay in control of what changes.
What do we need to connect?
A Vantage Online username and password for OW Sync to use. Vantage Online is cloud-hosted, so there is nothing to install and no firewall change. OW Sync signs in again by itself when its session expires, and your credentials are stored encrypted.
Does it create custom objects in HubSpot?
No. OW Sync uses HubSpot’s standard objects: companies, contacts, deals, orders, invoices, products and line items. Contracts become HubSpot deals. OW Sync adds its own properties, all starting with owsync_, so they are easy to spot and your existing HubSpot set-up stays as it is.
Can we choose which records sync?
Yes. Each sync can have exclusion rules. A rule checks a field against a condition you set, such as a status, a value or a date, and records that match stay out of the sync. Supplier sync is off until you switch it on.
How do we install the Vantage Online connector?
Choose Install on HubSpot, pick your HubSpot account and approve OW Sync’s access. OW Sync then asks for your contact and company details and takes you through connecting Vantage Online. Setup includes creating the HubSpot properties and checking the first sync with you.
When do syncs run?
Scheduled syncs run every working day between 07:00 and 19:00 UK time, as often as your plan allows. On Advanced, you can also switch on weekend syncs. Workflow actions run whenever your HubSpot workflow triggers them.
Who builds and supports OW Sync?
Cogent does. OW Sync is our own connector range, built and supported by our team in the UK. If you need more than the connector does out of the box, we can scope custom work or a full HubSpot project around it.
See Vantage Online and HubSpot working together
Book a short demo and we’ll show you the connector with your own use case in mind, then scope setup with you.