Sage Intacct and HubSpot integration

What moves between them

AP bills from Sage Intacct flow into HubSpot as invoices, mapped to the matching customer contacts and companies. Customer contacts created or updated in HubSpot are synced back to Intacct as vendor records and dimension entries, ensuring both systems maintain a consistent view of trading partners. Vendor dimensions and contact fields from Intacct are polled on a schedule you control, and HubSpot contact changes can be received via webhook events or polled. Reference data such as company and contact classifications are aligned to avoid invalid associations when invoices are created.

How ml-connector handles it

ml-connector stores the Intacct XML gateway credentials and exchanges them for a session token on first use, caching the sessionid for the full 50-minute lifetime and refreshing transparently on the next call if expired. It stores the HubSpot Private App Access Token and uses it as a Bearer token on every request. XML control characters and forbidden entity references are stripped from Intacct payloads before transmission, and all getAPISession calls are wrapped in retry loops with exponential backoff to handle transient gateway failures. HubSpot invoices are created via batch operations up to 100 records per request and require line_item associations to be created first; cursor-based pagination is used to page through HubSpot contacts when syncing back to Intacct. AP bill records carry the Intacct uniqueid in HubSpot's external ID field for deduplication on replay. HubSpot rate limits are honored with the 10-second rolling window per tier, and 429 responses trigger backoff and retry. Every sync stores the sessionid and invoice mapping in the audit trail so a failed downstream call can be replayed without re-querying Intacct.

A real-world example

A mid-sized technology services firm uses Sage Intacct for accounting and AP management, and HubSpot for pipeline, customer, and support ticketing. Before the integration, when a new customer was onboarded in HubSpot or an existing customer profile was updated with new contact information, the finance team had to manually verify the company details in Intacct or create a new vendor record by hand. When invoices were sent to customers, finance entered them into HubSpot manually after posting them in Intacct. With Sage Intacct and HubSpot connected, new companies created in HubSpot automatically provision vendor records in Intacct with all contact and address fields, and AP bills from Intacct push into HubSpot as invoices with the correct customer association, eliminating the re-keying step and keeping customer and vendor records in sync across both systems.

What you can do

• •Sync AP bills from Sage Intacct into HubSpot as invoices, associated to the matching customer contacts and companies.
• •Push customer contacts from HubSpot back to Intacct as vendor records and dimension entries to keep both systems aligned.
• •Handle Sage Intacct session token refresh on the 50-minute expiry cycle automatically, with transparent reconnect on expired credentials.
• •Manage HubSpot rate limits per tier and use cursor-based pagination to sync large contact datasets without hitting search API record limits.
• •Strip forbidden XML control characters from Intacct payloads, map record IDs via external ID fields, and provide full audit trail and error replay on every sync.

Questions

What records flow between Sage Intacct and HubSpot?

AP bills from Sage Intacct flow into HubSpot as invoices, mapped to customer contacts and companies. Customer contacts created or updated in HubSpot flow back to Intacct as vendor records and dimension entries. Both directions carry the source system's record ID in the external ID field for deduplication on replay.

How does ml-connector handle Sage Intacct's session-based XML gateway?

ml-connector caches the sessionid from the initial getAPISession call for the full 50-minute lifetime, and automatically refreshes it on the next operation if expired. All XML control characters and forbidden entity references are stripped before transmission. Retried operations use the control block uniqueid flag for server-side deduplication, so the same bill is never created twice in HubSpot.

What are the rate limit and pagination considerations with HubSpot?

HubSpot rate limits vary by tier: 100 requests per 10 seconds for Free/Starter, 190 per 10 seconds for Professional/Enterprise. ml-connector honors these limits with automatic backoff on 429 responses. Cursor-based pagination is used to sync large contact datasets, capped at 200 records per request; invoices are created via batch operations up to 100 records per request and require line_item associations to be created first.