Recurring billing automation with proration and multi-system sync
The strategy we mapped
We prioritized the data mapping and pricing logic first, since the integration depended on correctly translating subscription data from TD SYNNEX into HubSpot contract and line item objects, then routing them to QuickBooks and customer invoices. The main constraint was that recurring billing operations begin in November, leaving only weeks to test and validate the flows. We sequenced work in parallel: establishing the core TD SYNNEX-to-HubSpot sync while simultaneously building out the custom automation to handle bulk invoice sends, cost allocation, and time-tracking associations. Discovery revealed that proration, excluded SKU handling, and pricing field clarity needed rework during testing; we adjusted the approach based on each integration checkpoint.
The three custom-coded workflows required upfront mapping sessions with the team to understand exactly what business logic each was to execute: when approved agreements should trigger invoice sends, how to compile data from multiple fields into master service agreements, and what events should populate time tracking. Each was built, tested, and refined as pricing logic stabilized.
The solutions we executed
We integrated TD SYNNEX (Microsoft CSP/Stellar) subscription data directly into HubSpot, creating two new objects–Agreement and Agreement Line Items–that capture recurring contracts, seats, and pricing details. The integration syncs subscription adds, removals, and quantity changes from TD SYNNEX monthly, automatically maintaining the line items that feed invoices. A key piece was correctly mapping list price (MSRP), customer price, and cost across to enable accurate margin reporting for commissions. We also built logic to exclude specified SKUs from invoicing (for instance, excluding storage-only line items when applicable) and to handle mid-month seat changes through prorated line items, so each invoice reflects the correct recurring charges plus any adjustments from the prior month.
We configured the native QuickBooks Online integration, connecting HubSpot invoices to QuickBooks so billing data syncs bi-directionally and stays in sync between the two systems. This ensures that approved invoices in HubSpot flow into QuickBooks automatically, with pricing and customer mappings aligned to the accounting records.
We integrated NinjaOne support tickets into HubSpot, creating a new Ticket object that captures ticket data from NinjaOne and associates it to HubSpot companies and deals for visibility into support work alongside sales and service activity. A webhook monitors NinjaOne for new and updated tickets, feeding them into HubSpot in real time.
We built three custom-coded automations within HubSpot workflows to execute business logic that the platform cannot perform natively. The first automatically sends approved agreement invoices to QuickBooks and emails them to customers at the moment of approval. The second compiles multiple agreement details and related data into a single master service agreement document.
The third captures time entries associated with each customer engagement and records that time tracking for billing and utilization reporting. Each workflow runs on custom code logic designed to handle the specific data transformations and routing the team requires.
We also standardized the product catalog in HubSpot by mapping TD SYNNEX product data (SKUs, names, pricing tiers) to the existing HubSpot product record structure. The system uses the TD SYNNEX SKU as the unique identifier, updating pricing and descriptions as needed without overwriting the internal cost SKU or risk of creating duplicate products. This ensures quotes and invoices pull consistent product and pricing data.
What changed after the engagement.
The client now has a unified billing system that automatically syncs recurring subscription data from TD SYNNEX into HubSpot contracts and line items, handles proration and SKU exclusions, and routes approved invoices to both QuickBooks and customers via email. Support tickets from NinjaOne now appear in HubSpot alongside customer accounts and deals, giving the team complete visibility into support work and billing history in one place. Three custom workflows execute business logic that HubSpot cannot perform natively: automatically sending approved invoices to QuickBooks and customers, compiling master service agreements from multiple data sources, and capturing time entries with customer associations for accurate utilization reporting.
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