Sage 300 and HubSpot integration

What moves between them

Customer records flow from Sage 300 (ARCustomers entity) into HubSpot as companies and contacts on a scheduled poll, mapped by customer ID. Accounts Receivable invoice batches from Sage 300 (ARInvoiceBatches) flow into HubSpot as invoice objects associated with the matching company. New customers created in Sage 300 are pulled on the next polling cycle and created in HubSpot. This is primarily a one-way flow from Sage 300 into HubSpot, with both directions aligned for customer and contact master data.

How ml-connector handles it

ml-connector stores Sage 300 credentials encrypted and sends them as HTTP Basic Authentication headers with every request, taking care to uppercase the username and password as required. For HubSpot, it stores the Private App Access Token encrypted and presents it as a Bearer token on each call. Because Sage 300 has no webhooks, ml-connector polls ARCustomers and ARInvoiceBatches on a schedule you define, filtering by document date to pick up new records since the last successful poll. It pages through results with OData $skip and $top parameters and stops polling if IIS AppPool timeouts occur, which happens with very large volumes and indicates customer-side IIS configuration needs adjustment. Every record is mapped by customer ID between the two systems and tagged with the source record ID in HubSpot's custom properties so updates can be idempotent. Polling is the only sync method because Sage 300 does not support webhooks or change-data-capture.

A real-world example

A mid-market B2B wholesale distributor runs Sage 300 on-premise for inventory, purchasing, and AR, and uses HubSpot for sales and customer engagement. The sales team works in HubSpot to manage customer relationships and opportunities, but customer master data was manually synced by exporting a CSV from Sage 300 and importing it into HubSpot once a month, creating duplicates and stale contact info. When a new customer is created in Sage 300 to fulfill an order, it took a week or two for the sales team to see them in HubSpot. With Sage 300 and HubSpot connected, new customers appear in HubSpot within minutes of the next polling cycle, AR invoices flow into HubSpot automatically so the sales team can see payment status, and contact updates in Sage 300 stay synchronized without manual work.

What you can do

• •Sync Sage 300 customers (ARCustomers) to HubSpot companies and contacts on a scheduled poll, keeping master data current in both systems.
• •Map Sage 300 Accounts Receivable invoices and transactions to HubSpot invoice and deal objects for revenue visibility.
• •Store credentials encrypted and present Sage 300 HTTP Basic Authentication and HubSpot Bearer tokens on every request.
• •Poll Sage 300 on a configurable schedule with OData date filters and pagination, with full retries and audit trail on every record.
• •Handle Sage 300 IIS AppPool timeouts gracefully and alert when very high request volumes indicate customer-side configuration tuning is needed.

Questions

Which direction does data move between Sage 300 and HubSpot?

The main flow is from Sage 300 to HubSpot. Customers, contacts, and AR invoices move from Sage 300 into HubSpot so the sales team has current customer data and can see invoice and payment status. Customer master data is aligned in both directions so updates made in either system can be synced.

How does ml-connector handle Sage 300's self-hosted setup and lack of webhooks?

Sage 300 is self-hosted on customer IIS, so ml-connector accepts the full customer instance URL. Because Sage 300 does not expose webhooks or change-data-capture, ml-connector polls the ARCustomers and ARInvoiceBatches endpoints on a schedule you control, using OData date filters to fetch only records changed since the last successful poll.

What authentication does ml-connector use for each system?

For Sage 300, ml-connector sends HTTP Basic Authentication with an uppercase username and password on every request, as required by Sage 300's API. For HubSpot, it stores a Private App Access Token encrypted and presents it as a Bearer token on each call. Both credential sets are stored encrypted and never logged.