Oracle E-Business Suite and HubSpot integration

What moves between them

The main flow runs from Oracle E-Business Suite into HubSpot. Vendor master data from EBS becomes HubSpot company objects, customer master data becomes HubSpot contacts, and invoice records from the AP_INVOICES_ALL table are synced to HubSpot invoice objects with line items. Purchase order headers and lines from EBS post to HubSpot as deal-like records or custom objects. The GL_CODE_COMBINATIONS table provides cost center mappings. All records are mapped by vendor ID or customer ID so the same account in EBS always maps to the same HubSpot object. Sync runs on a schedule you set (hourly, daily, or weekly) based on your EBS batch window.

How ml-connector handles it

ml-connector stores both credential sets encrypted and presents your EBS hostname, username, and password on each REST call using HTTP Basic Authentication. When EBS returns a 401, ml-connector re-authenticates and obtains a new session token. On the HubSpot side, it uses your Private App Bearer token and backs off when HubSpot returns a 429 rate limit response, respecting your API tier. ml-connector reads vendors and customers by polling the HZ_CUST_ACCOUNTS and PO_VENDORS tables, filtering by LAST_UPDATE_DATE to fetch only changed records since the last run. Invoices are read from AP_INVOICES_ALL, and line items are extracted from AP_INVOICE_LINES_ALL. Each vendor is mapped to a HubSpot company by matching the supplier ID; each customer becomes a HubSpot contact. Invoice records are created in HubSpot as invoice objects, associated to the company, with line items created from the AP_INVOICE_LINES_ALL data. Because EBS writes to interface tables (AP_INVOICES_INTERFACE) and then runs concurrent programs to import, ml-connector monitors the import status to avoid posting incomplete or failed records to HubSpot. Every record carries a full audit trail so failed syncs can be replayed.

A real-world example

A mid-market B2B distributor runs Oracle E-Business Suite for procurement, invoicing, and AP, and uses HubSpot to manage their customer relationships and sales pipeline. Before the integration, the sales team manually entered customer master data into HubSpot, and invoice details were sent to customers via email with no record in the CRM. Finance had to re-key invoice totals into spreadsheets for month-end reconciliation. With Oracle E-Business Suite and HubSpot connected, every vendor becomes a HubSpot company and every customer a contact automatically. Invoices sync into HubSpot as soon as they clear AP import, linked to the customer account. The sales team now sees unpaid invoices, payment terms, and order history in HubSpot during every call, and finance no longer needs to manually extract invoice data for reconciliation.

What you can do

• •Sync vendor master records from Oracle E-Business Suite to HubSpot companies, keeping supplier accounts in your CRM up to date.
• •Sync customer master records from EBS to HubSpot contacts, automatically creating contact records for each customer.
• •Post invoices from Oracle E-Business Suite AP tables to HubSpot invoice objects with line-item detail and customer associations.
• •Authenticate Oracle EBS with HTTP Basic credentials and manage session tokens, and HubSpot with Bearer token, backing off on rate limits.
• •Poll Oracle E-Business Suite on a schedule you set, filtering by LAST_UPDATE_DATE to fetch only changed records, with a full audit trail on every sync.

Questions

Which records move between Oracle E-Business Suite and HubSpot?

Vendors from EBS HZ_CUST_ACCOUNTS become HubSpot companies; customers become HubSpot contacts. Invoices from AP_INVOICES_ALL post to HubSpot as invoice objects with line items from AP_INVOICE_LINES_ALL. Purchase order headers and lines can also sync as deal or custom objects. All other data flows one direction, from EBS into HubSpot. HubSpot deal and contact updates do not write back to EBS.

How does ml-connector handle Oracle E-Business Suite authentication and polling?

ml-connector stores your EBS hostname, username, and password encrypted and presents HTTP Basic credentials on each REST call to the Integrated SOA Gateway. When the session token expires, ml-connector re-authenticates on the next 401. Because EBS has no webhooks, ml-connector polls the HZ_CUST_ACCOUNTS, PO_VENDORS, and AP_INVOICES_ALL tables on a schedule you set, filtering by LAST_UPDATE_DATE to fetch only records that changed since the last run. EBS interface tables are monitored so incomplete imports do not sync to HubSpot.

What happens if HubSpot rate limits are hit or a record fails to sync?

ml-connector tracks HubSpot rate limits (100 per 10 seconds for Free/Starter, 190 per 10 seconds for Professional/Enterprise) and backs off when a 429 response is returned. Every record is logged in the audit trail with its sync status, timestamp, and any error message. Failed records are flagged for replay on the next sync run so no data is lost.