How the HubSpot–Severa integration works

The HubSpot–Severa integration seamlessly connects sales, marketing, and project management – all essential data moves automatically between the systems. Manual work is reduced, information stays up to date, and your company’s processes become significantly more efficient.

Through the bidirectional integration, the following data is transferred: companies, contacts, deals, sales cases, projects, activities, resourcing, project fees, and billing data.

New and updated data is transferred from HubSpot to Severa immediately and from Severa to HubSpot every 5 minutes.

The integration’s behavior can be adjusted with various settings.

In this article:

• Data transfer
• Companies/Customers
• Contacts
• Deals/Sales cases/Projects
• Activities
• Resourcing
• Line items/Project fees
• Billing data

Data transfer

When the integration is activated, it starts transferring new and updated data from that point onward. It does not automatically synchronize all existing data, but you can trigger updates by manually editing an integrated field.

Companies/Customers

New companies are created and existing ones updated in both directions.

Matching criteria:
HubSpot → Severa: 1. Business ID, 2. Name
Severa → HubSpot: 1. Business ID, 2. Website domain, 3. Name

All basic fields, market segments and custom fields are transferred.

A setting allows you to choose whether new companies (and contacts) are created from HubSpot to Severa only when a deal is created from HubSpot to Severa.

Companies are linked using technical ID identifiers, so the link remains even if the name changes.

Note: If only a market segment or custom field is updated in Severa, the customer timestamp does not change, and data will not transfer to HubSpot. You must update a basic field (e.g., description) for the transfer to occur.

Contacts

New contacts are created and existing ones updated in both directions.

Matching criteria: email address or name + phone number combination.

Only contacts with an email address transfer from Severa to HubSpot.

Only contacts associated with a company transfer from HubSpot to Severa.

Contacts are linked using technical IDs, so the link remains even if the email changes.

The integration supports merging two contacts into one.

Deals/Sales cases/Projects

New deals are created and existing ones updated in both directions. Customer, address, and contact are created at the same time if needed.

Matching criteria: deal name.

Settings allow you to block synchronization of deals from specific HubSpot pipelines or with certain stages.

You can also block project creation or updates from Severa to HubSpot entirely.

Sales stage names must match in both systems for the integration to work.

The HubSpot deal owner must exist in Severa users with the same email address.

HubSpot pipelines are added into Severa as a project custom field, enabling pipeline-based views.

Deals are linked using technical IDs, so the link remains even if the deal name changes.

Supported changes:
- Updating deal details, stages and pipeline
- Changing the main associated contact
- Changing the primary company

Only deals associated with a company and with a stage that matches sales status name are transferred from HubSpot to Severa.

If no business unit is selected for a deal in HubSpot, integration assigns the sales person's business unit for the sales case.

Activities

Activities transfer only from HubSpot to Severa.

Each HubSpot activity type can be mapped to a corresponding Severa type.

Only mapped activity types transfer.

Updating an activity in HubSpot always creates a new entry in Severa.

Resourcing

A setting allows resourcing to be created from HubSpot to Severa.

Resourcing works by selecting a project start date, deadline, workload estimate, and team for the deal. The integration then evenly distributes the workload among team members and creates resourcing entries in Severa for the main project phase. The integration does not support project sub-phases.

Updating resourcing deletes all existing allocations (including manually created ones) from Severa and recreates them evenly for the team. There is a separate setting controlling if updates are allowed.

Line items/Project fees

A setting allows line items from HubSpot deals to be created as project fees in Severa.

Project fees are created when a deal is marked as won in HubSpot.

If the product name matches in Severa, the project fees is linked to that product.

If billing frequency is recurring, a recurring billing rule is created in Severa.

Billing data

Project billing data is fetched from Severa nightly and updated on HubSpot deals.

HubSpot deals have three fields: Billing this year, Billing last year and Total billing.

To review billing on company level, you can create a company roll-up field to sum up values from deals.

If the deal value excludes subcontracting, you can omit subcontracting from invoice totals for better comparability.