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Create a project from a deal in HubSpot

Learn how to create a project from a deal in HubSpot

There are two methods to creating a PSOhub project from a HubSpot deal:

  1. In HubSpot, open a deal and create a project.

  2. In PSOhub, create a project by searching for a HubSpot deal.

This video will walk you through the first method. For more in-depth information, please read the full article below.

Create a PSOhub project from a deal in HubSpot

You can promote a HubSpot deal to a project in PSOhub at any given stage of your deal.

Once you are ready to do so, navigate to the PSOhub section of the right panel of your deal and click Create project.

A message that your project was successfully created will appear and the PSOhub section will display a link to the project in PSOhub.

Clicking on the deep-link will bring you to your project in PSOhub.

Once in your project, you will notice that PSOhub has automatically generated a project number as well as brought over from the HubSpot deal the following information: Name, description, currency and deal amount.

The left pane is where you will find the general information and parameters of your project. You will also find a link that will bring you back directly to the deal at the bottom of the panel:

You can modify the information in the left panel by clicking on the Edit button at the bottom of the pane or in the Contract area, via the ellipsis button (three dots):

 

The middle pane is the heart of your project. This is where you will:

  • Define your contract (via a template)

  • Define your budget (optional)

  • Identify your project's team and rates

  • Import stakeholders to be used as additional contacts and/or invoice contacts

  • Set up your task board and planning (optional)

  • View the activity feed of your project (alerts, budget changes, etc)

  • Attach files directly into your project

  • Review the progress of your project based on key performance indicators.

You will notice in the right-hand pane that the company as well as the contacts of the deal have followed into PSOhub. Note, that PSOhub will also bring over all the contacts in HubSpot related to that company.

This section will also show you and give you access to the different records related to this project; hours, expenses, invoices, etc. as the project unfolds.

You are now ready to complete the creation of your project: click the Quick Start button.

The following pop up window will appear with three simple steps to follow:

The first step is the identification of the project: Refer to the table below for an explanation of the fields.

Field

Description

Name

By default, the project name is the name of the deal but you can modify it if necessary.

Type

Project types will allow you to categorize further your project and to filter on this parameter. Out of the box PSOhub will provide you with 5 project types but you can create additional ones or modify the existing ones.


This field is not mandatory, you can leave it blank should it not apply here.

 

Currency

The currency for this project will be automatically defined by the currency of the deal from HubSpot.

Due days invoice

PSOhub will display the default value entered in the Invoice Settings of your organization. You can leave it as is or overwrite it if different for this project.

Business unit

By default, the top business unit in your organization structure will be selected. If you wish to change the business unit owning this project, you can select it from the drop-down list.

 

If you have defined multiple business units and connected them to their respective financial software, you will want to select the business unit related to the financial software where the invoices should be sent.

Project manager

This person will be selected from the list of users with the access level of Project Manager, Controller or Admin.

 

The person identified here will see this project in his/her project dashboard. He/she will also be identified as the sender of the invoices of this project if there is no default value in the Invoice Settings (Sender will be displayed as follows: John Doe - Company A <noreply@psohub.com>. )

Stage

Select the current project stage. By default, Active is set which means that the project is live, team members are notified that they have been assigned to the project and time and expense entries can be created.
​
If you wish to set up the project before it starts, select the Proposal stage. No time or expense entries can be logged and no team members will be notified.

 

The Closed stage is used once the project has been closed out.
​

Archived is for archiving the project and moving it from the main Projects view.

Internal Project

By default, PSOhub will have selected the option No. If this is an internal project, (to capture internal hours) change it to Yes.

Service Project

By default, PSOhub will have selected the option No. If this is a service project, change it to Yes.

Then, click Next to go to Step 2: Setup contract:

A contract will define your project's structure for budgeting, booking time and expenses as well as invoicing. Contract templates are pre-defined contract structures. Out of the box, PSOhub comes with a number of contract templates that you can choose from or modify but you can also create your own. Select the contract template for this project.

Click Next to go to Step 3: Add team.
If you already know who will be the team members of this project, you can add them now.

Refer to the table below for an explanation of the field names.

Field

Description

Filter on Business Unit

Here, you can select the business unit where the users you want to assign belong to. By default, the business unit related to the project will be displayed, but you can change this if your resources belong to another business unit.

Resources

Select the users from the chosen business unit and click the Add to team button.

Project members

The selected users will be displayed with their default role and rate. You can change the role/rate be clicking on the user.

Once you are done, click Create.

The last step in the creation of your project is to set it up as Active (if you haven't already selected this stage via the Quick Create). This will give

To change the status simply click Active:

Your project is now Active! You can go ahead with time and expense entry as well as invoicing your fixed fees.

NEXT STEP

Your next step now is to start booking time and expenses!