Integrating HubSpot with Finmap via Apix-Drive

What is Apix-Drive

Apix-Drive is a no-code automation platform that lets you transfer data between different services without writing code.

For the integration with Finmap it works like this:

HubSpot → Apix-Drive → Finmap

Apix-Drive tracks changes in HubSpot and automatically creates the corresponding financial operations in Finmap.

How the integration works

To set up the integration you need to:

1. Choose HubSpot as the source system.

2. Choose the event that will start the automation.

3. Log in to HubSpot.

4. Connect Finmap.

5. Map the fields.

6. Launch the integration.

After that, all new events will be sent to Finmap automatically.

Step 1. Create a new connection

In your Apix-Drive account, create a new Connection.

As the source system, choose:

HubSpot

Step 2. Choose the trigger

HubSpot supports several types of events.

Contacts

Get CONTACTS (new)

Fires after a new contact is created.

Suitable for:

• synchronizing the client base;

• creating counterparties automatically.

Rarely used for financial integration.

Get CONTACTS (modified)

Fires after contact information is updated.

Used mainly to synchronize CRM data and usually not applied to creating financial operations.

Companies

Get COMPANIES (new)

Fires after a new company is created.

Suitable for synchronizing counterparties between the systems.

Get COMPANIES (modified)

Fires after company information is changed.

Rarely used for the integration with Finmap.

Deals

Get DEALS (new)

Fires after a new deal is created.

This is one of the most useful triggers for the integration with Finmap.

Used to create financial operations automatically once a new deal appears.

Get DEALS (modified)

Fires after a deal is changed.

For example:

• the amount changed;

• the responsible manager changed;

• the close date changed;

• the terms of the sale were updated.

Lets you account for changes in the financial parameters of a deal.

Get DEALS by stage (new)

Fires after a deal moves to a certain funnel stage.

For example:

• Payment Expected

• Won

• Closed Won

• Paid

This is the most recommended trigger for the integration with Finmap.

It is what lets you create financial operations only once the required sales stage has been reached.

Tickets

Get TICKETS (new)

Fires after a new ticket is created.

Usually used by the support team and practically never applied to financial accounting.

Get TICKETS (modified)

Fires after a ticket is updated.

Usually not used for the integration with Finmap.

Step 3. Connect your HubSpot account

Log in to your HubSpot account and grant Apix-Drive the necessary permissions.

Step 4. Choose the destination system

As the destination system, choose:

Finmap

You can generate the Finmap API key here: https://my.finmap.online/settings/api

Step 5. Choose the action in Finmap

Currently three types of operations can be created through Apix-Drive.

Add RECEIPT

Creating income.

Used for:

• client payments;

• sales;

• revenue received.

Add COST

Creating an expense.

Suitable for:

• purchases;

• spending on services;

• fees;

• other operations that reduce the company's funds.

Add TRANSFER

Creating a transfer between the company accounts.

Step 6. Map the fields

Pass the required data to Finmap:

• amount;

• currency;

• date;

• company name;

• contact;

• deal number or name;

• comment;

• project;

• account.

Once configured, run a test data transfer.

Step 7. Launch the integration

If the test succeeded, turn the automation on.

After that, new events from HubSpot will create financial operations in Finmap automatically.

Recommended integration scenarios

1. New deal → Income in Finmap ⭐⭐⭐⭐⭐

Trigger

Get DEALS (new)

Action

Add RECEIPT

Suitable for companies that want financial records to be created as soon as a new deal appears.

2. Deal moved to the «Payment expected» stage → Planned income ⭐⭐⭐⭐⭐

Trigger

Get DEALS by stage

For example:

• Payment Expected

• Invoice Sent

Action

Add RECEIPT

This scenario lets you do cash flow planning by showing expected income before the payment actually arrives.

3. Deal moved to the «Won» or «Closed Won» stage → Actual income ⭐⭐⭐⭐⭐

Trigger

Get DEALS by stage

For example:

• Won

• Closed Won

• Paid

Action

Add RECEIPT

This is the most recommended scenario for companies that want only successfully closed sales to appear in Finmap.

4. Deal amount changed → Financial information updated ⭐⭐⭐⭐☆

Trigger

Get DEALS (modified)

Action

Add RECEIPT

Suitable if the deal amount can change during negotiations.

It is worth putting a safeguard in place against duplicate operations if a deal is updated several times.

5. New company → Creating a counterparty automatically ⭐⭐⭐☆☆

Trigger

Get COMPANIES (new)

Action

Add RECEIPT or Add COST

Used in specific business processes, when financial accounting starts as soon as a new counterparty is created.

6. New contact → Financial operation ⭐⭐☆☆☆

Trigger

Get CONTACTS (new)

Action

Add RECEIPT or Add COST

Rarely used, since creating a contact does not in itself mean a financial event has occurred.

What to pay attention to

• If Get DEALS (new) is used together with Get DEALS (modified) or Get DEALS by stage, the logic must be set up so that the same deal does not create several identical operations in Finmap.

• For most companies the best option is to create the financial operation once the deal moves to the «Won», «Closed Won» or «Paid» status, since these stages usually mean the sale has closed successfully.

• If your company uses the Payment Expected stage in HubSpot, it can be applied to create planned income in Finmap, and once the payment actually arrives you can update it or create the actual operation, depending on the process you have built.

• If two-way synchronization or later updates to records are planned, we recommend passing a unique Deal ID. This will make sure deals are matched correctly between HubSpot and Finmap and minimize the risk of duplicate data.