Connecting contract management to HubSpot, Pipedrive and AFAS

Your customers are in HubSpot or Pipedrive. Your debtors in AFAS. And your contracts? Somewhere else, with their own list of relations that doesn't quite match your CRM.

Most organisations know the result: the same customer spelled three different ways, a signed deal nobody drafted a contract for, and a debtor created in the accounts while the contract details had long been recorded elsewhere.

Why connect?

Contract management next to your CRM, without an integration, means double work and two versions of the truth. Why you need both and why a CRM isn't contract management: why you need a CLM system alongside your CRM. With an integration:

• every relation exists once, with the same name as in your CRM;
• the contract starts the moment the deal is won, rather than when someone remembers;
• finance doesn't need to retype debtors in the accounts.

HubSpot

What comes into Looop:

• Companies become relations in Looop.
• Contacts are added to the right relation.
• Deals at "closed won" automatically start a draft workflow that eventually becomes a contract. The deal name becomes the title, the deal amount the contract value, the associated company the relation, and the deal owner the owner in Looop.

Changes come in real time via webhooks, with a periodic catch-up for anything missed along the way.

Pipedrive

What comes into Looop:

• Organisations become relations.
• People are added to the right relation.
• Won deals automatically start a draft workflow that eventually becomes a contract, with title, value, relation and owner.

Here too, changes arrive in real time via webhooks.

AFAS

The AFAS integration works the other way: from Looop to AFAS.

• Organisations from Looop are created in AFAS, including as a debtor (sales relation).
• People and contacts are added.

So finance doesn't have to re-enter a new customer after the contract is signed. Because every AFAS set-up is different, we configure the sync together with each customer, using the credentials of your own AFAS environment.

What to watch out for

1. Agree which system is leading. Customer data comes from the CRM; contract data (term, notice period, documents) from contract management; financial data from the ERP. Who changes what, where?

2. Clean up your CRM first. Duplicate companies in HubSpot become duplicate relations in your contract management. An hour of cleaning up front saves a lot of untangling later.

3. Agree what "won" means. A deal at "closed won" starts a draft workflow in Looop. Make sure the team only uses that status once the customer has really agreed.

4. Decide who picks up the draft. The draft workflow sits in Looop with the deal owner as owner. Agree who then drafts it and puts it forward for approval and signing.

5. Only an admin connects. In Looop, only admins can enable or change an integration. That prevents someone accidentally connecting a second CRM.

From deal to signed contract

With the integration, the process looks like this:

1. Sales wins the deal in HubSpot or Pipedrive.
2. Looop automatically creates a draft workflow, with relation, value and owner.
3. The contract is drafted, preferably from your own template.
4. The approval workflow makes sure the right people see it.
5. The customer signs digitally via Looop e-sign, without an account. How that works: getting a contract e-signed.
6. The contract becomes active, and the expiry alerts run from that moment.
7. With AFAS connected, the customer is ready as a debtor for the first invoice.

More on the steps from request to signature: automating your contract process.

Availability

The native HubSpot, Pipedrive and AFAS integrations are part of the Enterprise plan, which starts from €499 a month with 10 users. Using a different CRM or ERP? Let us know in a demo; we add integrations based on what customers use.