Connect HubSpot to Neblex CPQ

Sales runs its pipeline in HubSpot. Product rules, price lists, and the approval matrix live in Neblex CPQ. Without a link, a rep re-types the company, contact, and deal into the quoting tool, then re-types the quote number and total back onto the deal. Companies get duplicated, the deal amount trails the priced quote, and the pipeline report is only as good as the last manual update.

Neblex CPQ has no HubSpot connector of its own, by design. It exposes every customer and quote operation through its API and records every meaningful change in a pull-based event feed that the consumer fetches and acknowledges. Neblex Integration Fabric supplies the other half: a HubSpot connector with 336 operations and 46 polled triggers, association-aware reads, and a visual flow that maps fields, matches records, pauses for a person where needed, and writes the result back.

HubSpot owns the company, the contact, and the deal. CPQ owns the configuration, the price, the approval, and the quote record. Neither side edits what the other owns.

On the CPQ side there are two surfaces. The first is the API, reached through the Neblex CPQ connector in Integration Fabric, which carries 286 operations. This flow uses List customers to find an existing customer, Create a customer, Create an address, and Create a contact to create one, Create a quote for the quote header, Update a quote for the line items, and Get a quote to read the total. Every call clears the four mandatory access layers and the token's per-module scopes before any business logic runs.

The second surface is the event feed. An event listener subscribes a service account to the event types the flow needs: QUOTE_CREATED, QUOTE_STATUS_CHANGED, and QUOTE_VERSION_CREATED, which are append-only, one ordered row per occurrence, and QUOTE_UPDATED, which is coalesced to the latest state of the quote. CPQ offers no push webhooks. A scheduled flow, from every minute upward, fetches the next batch of events, processes it, and advances the listener's cursor to acknowledge it.

On the HubSpot side, the Integration Fabric connector authenticates with a private app access token, scoped to the objects you grant. The flow starts from the New or updated deal trigger, polled on the schedule you set. It reads the deal, walks its associations to the company, contacts, and line items with Get association and batch reads, and writes back with Update deal. For an immediate start, a HubSpot webhook subscription can call a Neblex Webhook trigger instead.

Between them sits the flow: mapping, matching, optional approval, and a run history.

Started by a deal change, matched on the deal ID, safe to run twice.

1. 1
   Trigger. The New or updated deal trigger fires for any changed deal, and a Filter continues only when dealstage is the stage you pick, for example Presentation Scheduled. The flow reads the deal and walks its associations to the company, contacts, and line items.
2. 2
   Idempotency. If the custom deal property neblex_quote_id is already populated, the quote exists and the run stops, so a repeated trigger is harmless.
3. 3
   Resolve the customer. List customers searches CPQ for a customer whose customerNumber equals the company's hs_object_id. If none is found, Create a customer creates it, Create an address adds a bill_to address from the company address fields, and Create a contact adds the primary contact. These calls confirm success without returning the new IDs, so the flow reads the customer back to get its address and contact IDs. CPQ records CUSTOMER_CREATED in the feed.
4. 4
   Create the quote. Create a quote sets quoteName from dealname, currency from deal_currency_code, validUntil from closedate, the customer, contact, and bill-to references from step 3, and the deal ID in a quote custom field placed in the quote layout. The call confirms success, so List quotes finds the new quote by that custom field. Then Update a quote writes one line per HubSpot line item, keyed on hs_sku as partNumber. CPQ records QUOTE_CREATED.
5. 5
   Write the number back. Update deal sets neblex_quote_id and neblex_quote_number on the deal, so the rep can open the quote from HubSpot.
6. 6
   The rep works the quote in CPQ. Configurable products are built in the product configurator, pricing rules apply, and a discount past your threshold moves the quote to Needs Approval and locks it. Each stage move records QUOTE_STATUS_CHANGED with fromStatus and toStatus.
7. 7
   Status back. When the scheduled fetch returns a QUOTE_STATUS_CHANGED event, the flow reads the quote with Get a quote, then Update deal sets neblex_quote_status to toStatus and amount to totalPrice. When toStatus is your closed-won snapshot status, the flow can also move dealstage to closedwon. It then advances the cursor to acknowledge the batch.
8. 8
   Optional gate. If the quote total is over your threshold, a Wait for form step sends a named approver a task before the flow moves the deal stage. On reject, it logs a note on the deal and stops.

The starting map for the deal to quote step. Every CPQ field named here exists on the customer, address, contact, quote, or line item record.

HubSpot to Neblex CPQ

• Customers. Company name, domain, industry, and a stable customer number, created once, matched afterward.
• Addresses and contacts. The company address as bill_to, and the primary associated contact.
• Quote header. Name, currency, validity date, and the customer, contact, and bill-to references.
• Line items. Standard products from the deal's line items, keyed on SKU as part number.

Neblex CPQ to HubSpot

• Quote identity. The CPQ quote ID and quote number, written to the deal on creation.
• Status. Every stage move, from QUOTE_STATUS_CHANGED, including the closed-won snapshot status.
• Amount. The quote total, read after each status event, so the pipeline follows the priced quote.

• Service account scopes. The flow authenticates to CPQ as a service account, not a user. Its token starts with every action disabled on every module, and an administrator enables only what the flow needs: read, create, and update on customers and quotes, create on customer addresses and contacts, and read and update on integrations for the event feed. Disabling the account revokes every token beneath it in one step.
• Four layers on every call. Environment header, client certificate, bearer token, and the optional IP allowance, checked in that order, before scopes are evaluated.
• Event acknowledgment. Events are delivered at least once until the flow acknowledges them, so a run that fails mid-batch sees the same events again, and the cursor never regresses. A coalesced QUOTE_UPDATED record that changed between fetch and acknowledgment is marked stale and arrives again on the next fetch.
• Approvals in the flow. Discount and margin approvals run inside CPQ, where the quote locks until an approver acts. CRM-side thresholds, such as a large deal stage change, wait in Integration Fabric for a named approver.
• Run history. Every run records the deal, the customer it resolved, the lines it mapped, and each CPQ and HubSpot response, and a failed run can be replayed from the step that failed; the quote ID check keeps it from creating the quote twice.
• Audit log. CPQ writes an audit entry for every create and update the service account makes, under the service account's name. Each token records when it was last used, so a dormant credential is easy to find and revoke.