Deep Integration of HubSpot and Autotask: Streamlining MSP Workflows and Solving Quoting Challenges

For Managed Service Providers (MSPs), integrating sales and marketing with service delivery is crucial to scale efficiently. HubSpot and Autotask are two industry-leading platforms that many MSPs rely on—HubSpot for managing leads, sales, and marketing efforts, and Autotask for service management and operational processes. However, a challenge arises when trying to create a seamless connection between these two systems, especially for tasks like quoting and sales reporting.

This is where a deep integration between HubSpot and Autotask comes into play, and MSPs can use various tools, including Zomentum, to achieve this. Here, we explore how an effective integration of HubSpot and Autotask can enhance business processes, solve quoting issues, and streamline workflows.

For more on how MSPs can leverage essential tools for growth, check out my article on “The 4 Tools Every MSP Needs to Grow Their Business”.

The Challenge: HubSpot’s Native Quoting Limitations

HubSpot is a powerful CRM that drives marketing and sales efforts, but when it comes to quoting, it has its limitations, particularly for MSPs who require complex service catalogs. While HubSpot offers native quoting features, these are often insufficient for the detailed service and product catalogs MSPs have built within Autotask. Other CPQ solutions integrated with HubSpot, such as PandaDoc, also fail to address this issue fully, as they do not natively connect with Autotask’s database.

Quoting and proposal generation is one of the key areas MSPs need to focus on to improve efficiency. Learn more about quoting tools and other essential MSP systems in “The 4 Tools Every MSP Needs to Grow Their Business”.

HubSpot and Autotask: A Powerful Combination for MSPs

By integrating HubSpot and Autotask, MSPs can ensure that their lead generation, marketing, and sales activities in HubSpot flow seamlessly into Autotask’s service management and operations. The right integration tool can automate the flow of data, reducing the need for manual updates and ensuring consistency across departments.

Key Workflows Enabled by HubSpot and Autotask Integration

1. Syncing Companies, Contacts, and Deals

A deep integration between HubSpot and Autotask ensures that customer data—such as companies, contacts, and deals—flows seamlessly between the two systems. This means:

• Companies: When new companies are created in HubSpot, they are automatically synced to Autotask, ensuring a consistent record of customer information.
• Contacts: Contact records are updated across both systems, ensuring that your sales, marketing, and operations teams are working from the same customer information.
• Deals: Deals created in HubSpot are synced with Autotask, ensuring that the operations team has visibility into upcoming opportunities that require delivery.

2. Solving the Quoting Challenge with Autotask’s Product/Service Catalog

One of the key benefits of integrating HubSpot and Autotask is the ability to leverage Autotask’s detailed product and service catalog for quoting. While HubSpot’s native quoting features are limited, Autotask allows you to create comprehensive quotes that reflect the full scope of your services. A quoting tool like Zomentum bridges the gap by syncing product and service information from Autotask with HubSpot’s deal flow, allowing sales teams to build accurate quotes using Autotask data.

Once a quote is finalised in the quoting tool, it is pushed into Autotask, complete with line items. This ensures that your operations team can easily track and deliver the services outlined in the quote.

3. Data Flow for Sales & Marketing Reporting

Beyond simply syncing deals and quotes, integrating HubSpot with Autotask enables valuable sales and marketing insights. By pushing deal values, revenue, and cost data from Autotask back into HubSpot, your marketing team can track campaign effectiveness and your sales team can measure deal performance. This closed-loop reporting is essential for optimising sales strategies and identifying upsell or cross-sell opportunities.

4. Automating Lead Qualification and Opportunity Management

Another advantage of a deep HubSpot-Autotask integration is the ability to automate lead qualification and ensure only qualified opportunities are passed into Autotask. Many tools, such as Zomentum, allow for custom pull filters that ensure only pre-qualified leads (e.g., those that have reached a specific opportunity stage) are synced into Autotask. This prevents clutter in Autotask’s system, reducing noise for your operations team, while ensuring that all lead data is still captured for future marketing efforts in HubSpot.

5. Eliminating Data Silos and Reducing Manual Work

With HubSpot and Autotask deeply integrated, you can eliminate the need for manual data entry between systems. This improves efficiency and accuracy, reducing the risk of human error and data silos. Sales and operations teams can operate with complete transparency, knowing that the data they need is updated in real-time across both platforms. This ensures that deals closed in HubSpot are followed up with correct service delivery in Autotask, streamlining the customer journey from lead generation to service execution.

Quoting & Integration: Zomentum as a Solution

While there are several tools available to integrate HubSpot and Autotask, Zomentum stands out for MSPs due to its ability to bridge the gap between the two platforms efficiently. It allows you to sync company, contact, and deal data while enabling advanced quoting features that leverage Autotask’s service catalog. Zomentum’s pull filters ensure that only qualified leads are passed into Autotask, while sales and marketing teams in HubSpot remain informed with real-time deal progress and reporting.

Conclusion

Integrating HubSpot with Autotask can revolutionise the way MSPs manage their sales, marketing, and operations workflows. By syncing customer data and automating deal flow, this integration creates a seamless experience from lead generation to service delivery. Quoting becomes easier as you can leverage Autotask’s robust product/service catalog directly within your sales process, solving a key challenge that HubSpot’s native quoting tools and other CPQ solutions cannot fully address.

Zomentum is one of several tools that can act as the bridge between HubSpot and Autotask, enabling MSPs to take full advantage of this powerful integration. By connecting these systems, MSPs can eliminate data silos, reduce manual work, and ensure a smooth workflow between departments—allowing them to scale more efficiently and deliver exceptional customer experiences.

For more insights on the key tools MSPs should be leveraging to scale effectively, check out “The 4 Tools Every MSP Needs to Grow Their Business”.

Need Help?

If you need help putting these systems and processes into practice in your technology business, get in touch, I can help!