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 (this will allow you, for example, to track time during the sales cycle of the deal - which can sometimes be extensive).
In order to promote a HubSpot deal to a project in PSOhub, you must ensure however that you have defined at least one contact for this deal as well as related the company of this contact to your deal. If you select multiple contacts, they must all be related to that same company.
IMPORTANT NOTE: There must be NO coma or apostophre characters in the name of the contact or the company. This may prevent the invoice from going through to your financial software if you are leveraging the integration of PSOhub with your financial software.
Once you are ready to promote your deal, scroll down 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.
Click the link.
If you are already logged in PSOhub, the link will bring you directly to the project.
If not, the link will bring you to the login page of PSOhub, once logged in simply navigate to Projects where you will see it and will be able to click on it to open it.
Your project is now created!
In the right panel you will find the company name and contact(s) related to this project.
If you have created your project via a deal in HubSpot any contact identified at the deal level will also be created in PSOhub and displayed here. Furthermore any contact related to the company in HubSpot will also be created in PSOhub.
The left panel is where you will find the general information and parameters of your project such as:
how detailed you want your invoices to be or if you want your smart invoices to be generated first as a draft or sent directly to the client.
where to define the project manager of this project so he/she can view it in the dashboards and project's list.
You can modify the information on the left hand side by clicking on the More button (contract tab) and selecting Edit.
Since this project comes from a deal in HubSpot, it has automatically inherited the name of deal as the project name as well as the deal amount and deal description.
You will also find a link that will bring you back directly to the deal at the bottom of the panel.
The right panel will show you and give you access to the different records related to this project; e.g. company, contacts, hours, documents, etc.
You will notice 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.
The middle panel 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
Set up your task board and planning (optional)
Attach files directly into your Project
Tip: If you want more space to view the middle panel you can collapse the right panel by clicking the right arrow at the top of the panel, and expand the panel again by clicking the arrow again. The same principle will apply if you want to collapse the left panel.
The last step in the creation of your project is to set it up as Active. When a project is created it is automatically set to the stage Proposal. This will prevent anyone from booking time and expenses towards the project (it will not be visible in the timesheet and expense entry screen) as well as invoicing, thus giving you time to finalize it.
To change the status simply click the down arrow of the field and select Active.
The two additional stages (Sent and Signed) are optional and are there should you want to track the information before the project is set up to Active. You can use them for reporting and filtering purposes.
Your project is now Active! You can go ahead with time and expense entry as well as invoicing your fixed fees.
One final note regarding the middle panel: as the project unfolds it will show activities relating to the project in a chronological order, with the latest activity at the top.
From now on any changes to your contract, budget and team members will be tracked in the Activity feed of your project. And most importantly these activities will also show in the related deal and company in HubSpot.
Your next step now is to start booking time and expenses!