Integration Specification Document: HubSpot CRM & WooCommerce

Ohad Peter Sep 3, 2024 3:08:04 PM

1. Overview

This document outlines the technical requirements, steps, and field mapping necessary to integrate HubSpot CRM and a WooCommerce ecommerce website. The integration enables a two-way data sync between HubSpot (Deals, Contacts, and Products) and WooCommerce (Orders, Customers, and Products). The goal is to streamline ecommerce operations by providing real-time updates for customers, orders, and inventory.

2. Integration Objectives

Two-Way Sync: Synchronize customer, order, and product data between HubSpot and WooCommerce.
Order Workflow: Sync order details from WooCommerce to HubSpot for sales pipeline tracking and customer follow-up.
Customer Data Centralization: Ensure customer data is up-to-date and accurately shared between WooCommerce and HubSpot.
Real-Time Reporting: Allow sales and marketing teams to access real-time ecommerce data within HubSpot.

3. Integration Workflow

1. WooCommerce to HubSpot

Orders: Sync new orders from WooCommerce to HubSpot Deals.
Customers: Sync new customer information (name, email, address) from WooCommerce to HubSpot Contacts.
Products: Sync WooCommerce products to HubSpot’s product library for deal management and reporting.

2. HubSpot to WooCommerce

Deals: Sync HubSpot deals (e.g., upsell, cross-sell) as orders in WooCommerce.
Contact Updates: Customer updates in HubSpot (email, phone, address) are synced back to WooCommerce.

4. Field Mapping

WooCommerce to HubSpot Field Mapping:

WooCommerce Object	WooCommerce Field	HubSpot Field	Description
Orders	Order ID	Deal ID	Unique identifier for orders in WooCommerce and HubSpot.
	Order Total	Deal Amount	Maps the total value of the order to the deal amount in HubSpot.
	Order Date	Close Date	Date the order was placed.
	Payment Status	Deal Stage	Sync payment status (e.g., Paid, Pending) to HubSpot deal stage.
Customers	Customer ID	Contact ID	Syncs customer ID from WooCommerce to HubSpot.
	Name	First Name, Last Name	Maps WooCommerce customer name to HubSpot contact fields.
	Email	Email	Syncs customer email address between WooCommerce and HubSpot.
Products	Product ID	Product SKU	Syncs product SKU to HubSpot product library.
	Product Name	Product Name	Syncs product name to HubSpot products.
	Product Price	Unit Price	Syncs WooCommerce product price to HubSpot.

HubSpot to WooCommerce Field Mapping

HubSpot Object	HubSpot Field	WooCommerce Field	Description
Deals	Deal ID	Order ID	HubSpot deals created from marketing activities can be synced to WooCommerce orders.
	Amount	Order Total	Sync deal amounts in HubSpot to WooCommerce orders.
Contacts	Contact ID	Customer ID	Updates or syncs new customer information in WooCommerce.
	Email Address	Customer Email	Sync HubSpot contact emails to WooCommerce.

HubSpot Object	HubSpot Field	WooCommerce Field	Description
Deals	Deal ID	Order ID	HubSpot deals created from marketing activities can be synced to WooCommerce orders.
	Amount	Order Total	Sync deal amounts in HubSpot to WooCommerce orders.
Contacts	Contact ID	Customer ID	Updates or syncs new customer information in WooCommerce.
	Email Address	Customer Email	Sync HubSpot contact emails to WooCommerce.

5. Technical Requirements

1. HubSpot API Access

API Documentation: HubSpot API Documentation
Required Scopes: Deals, Contacts, Companies, Products, Line Items.

2. WooCommerce API Access

API Documentation: WooCommerce REST API Documentation
Required Scopes: Orders, Customers, Products.

3. Data Transfer Method

Use RESTful API for data transfer between systems.
Authentication using OAuth 2.0 for secure API access to both HubSpot and WooCommerce.

4. Middleware/Integration Platform

Recommended Middleware: Zapier, Make (formerly Integromat), or custom-built middleware using Node.js or Python.
The middleware should handle API calls, data transformation, and error handling.

6. Implementation Steps

Step 1: Authentication and Access Setup

1. Obtain API Keys/Access Tokens:

Generate API keys or OAuth tokens for HubSpot and WooCommerce.

2. Set up Middleware or Custom Integration:

Connect both APIs using middleware or a custom integration platform (Node.js/Python).
Handle authentication with OAuth tokens for both systems.

Step 2: Sync WooCommerce Orders to HubSpot Deals

1. Trigger on New WooCommerce Orders:

Set up a trigger when an order is placed in WooCommerce.
Map WooCommerce order fields (Order ID, Total, Date) to HubSpot deal fields (Deal ID, Amount, Close Date).

2. Create/Update Deals in HubSpot:

Use HubSpot’s Deal API to create or update a deal record for each new WooCommerce order.
Set the deal stage in HubSpot based on WooCommerce payment status (Paid, Pending).

Step 3: Sync WooCommerce Customers to HubSpot Contacts

1. Trigger on New/Updated Customers:

When a customer is created or updated in WooCommerce, trigger an API call to sync the data to HubSpot.
Map WooCommerce customer fields (First Name, Last Name, Email) to HubSpot contact fields.

2. Create/Update HubSpot Contacts:

Use the HubSpot Contacts API to create or update contact records with WooCommerce customer data.
Ensure customer email addresses are synced accurately to avoid duplicates.

Step 4: Sync WooCommerce Products to HubSpot Product Library

1. Trigger on Product Creation/Update:

Sync product updates from WooCommerce to HubSpot’s product library.
Map WooCommerce product fields (Product ID, SKU, Name, Price) to HubSpot products.

2. Maintain Product Data:

Ensure real-time syncing of product price and availability between WooCommerce and HubSpot to support accurate reporting and deal management.

Step 5: Sync HubSpot Deals and Contacts to WooCommerce

1. Trigger on Deal Creation in HubSpot:

When a deal is created in HubSpot (e.g., upsell/cross-sell activities), trigger the creation of an order in WooCommerce.

2. Sync HubSpot Contact Updates to WooCommerce:

Ensure contact updates made in HubSpot are reflected in WooCommerce, syncing changes such as updated email addresses, shipping addresses, or phone numbers.

Step 6: Error Handling and Data Validation

1. Data Validation:

Ensure all required fields are present and valid before syncing (e.g., customer email, product SKU).
Validate product stock and pricing before creating an order.

2. Error Handling:

Log all failed API requests and set up retry mechanisms.
Implement error handling alerts for issues such as duplicate records or mismatched data types.

Step 7: Testing and Deployment

1. Test the Integration:

Perform unit and integration tests to validate that orders, customers, and products are syncing correctly between HubSpot and WooCommerce.
Test different workflows (e.g., customer creation, order updates) to ensure the data is accurate in both systems.

2. Deploy the Integration:

Deploy the integration to the production environment.
Monitor the integration during the initial deployment to address any issues.

7. Use Cases

1. WooCommerce Order Sync:
A customer places an order on WooCommerce. The order details (products, total amount, customer info) are automatically synced to HubSpot, creating a deal. Sales teams can track order fulfillment and send post-purchase offers.

2. Customer Sync:
A customer updates their email address in WooCommerce, and this change is reflected in their HubSpot contact record, ensuring that marketing campaigns and customer service are always using the latest information.

3. Product Catalog Sync:
When a product’s price or availability changes in WooCommerce, the update is synced to HubSpot, ensuring accurate sales offers and promotions.

8. Post-Deployment Support and Maintenance

Monitor Logs: Regularly check logs for errors or data inconsistencies.
API Updates: Stay updated on any changes to the HubSpot or WooCommerce APIs.
Data Sync Checks: Implement periodic checks to ensure both systems are synchronized, particularly around order and customer data.

This guide provides a comprehensive framework for integrating HubSpot CRM with a WooCommerce ecommerce website, allowing seamless management of orders, customers, and products.