QWILR + HUBSPOT

INSTALLATION, TEMPLATE CREATION & USER GUIDE

Qwilr + HubSpot

Setup & User Guide


With Qwilr you will be able to create proposals, quotes, pitch decks, reports and any document as impressive & intelligent webpages (like this one).

In this guide, we'll show you how to setup our HubSpot integration & how to make personalised documents from Qwilr templates in seconds. 

Once you have accounts with both HubSpot & Qwilr, the setup should take 60 seconds. Note: your Qwilr and HubSpot accounts must use the same email address for login

See below for help creating Qwilr Templates & the different HubSpot tokens (AKA variable fields). 

Qwilr Overview Video

Qwilr Overview

Qwilr + HubSpot

A short overview of the integration. 


Integrating HubSpot


Linking Hubspot to Qwilr

Linking the two tools is incredibly simple. Just go to the integrations tab in Qwilr and select Hubspot. 


Once there, click ENABLE and a popup will appear from HubSpot that will link the two accounts. 


To use HubSpot & Qwilr you (and your team members) will need to have an account on both platforms. The email address you use for both accounts will need to match. You can update your email address in Qwilr at any time via the Account section of Settings. 

Within HubSpot, Qwilr can be used in any of the Contacts, Companies, and Deals records. You'll find Qwilr in a box on the left hand side of any of those pages. 

You can drag and drop this box (via the dots in the top left of the box) to wherever you want it to be on the page. 

Creating Templates

Note: This must be done before you can generate Qwilrs from inside of HubSpot

Once you have figured out the list of documents that you want to make as templates the process is very similar to building a normal Qwilr. 


Step one - Create: 

Create a Qwilr that you (& your team) love.

You can start from scratch, from one of our pre-designed templates, or you could work with one of our high quality Qwilr specialists


Step two - Tokens (AKA Variables):

You can see the available tokens for any given Contact, Company ,or Deal via the 'Show Tokens' button under Actions button at the bottom of the Qwilr widget. 

Create the Tokens you want by putting the correct variable in two sets of curly braces - such as the examples below. Make sure to use the correct Token & to test them the first time you use this integration. 

Tokens vary for every HubSpot setup. This means your tokens will not be the same as those of other HubSpot users at different companies. For a detailed list of HubSpot tokens, check the Show Tokens button in the app. 


Step three - Tag: 

You will now need to tag the project to have it appear in the right locations. 

Important: All tags must be replicated EXACTLY as they are case sensitive. 

1) Tag ALL HubSpot templates with: hubspot 

B) Tag the templates with the location(s) that you wish them to appear - the options are: contact / company / deal. These must be done exactly - if you use 'DEAL' or 'contacts' the system will not link the tag to the correct area in HubSpot. 


Step Four - Test: 

Test the output to make sure that it is working as intended & fix any issues that you have. As always - you can reach out to the friendly Qwilr team to help you in any way needed. 

Creating your first Qwilr in HubSpot

Once on a record page inside of HubSpot, go to the Qwilr section and click Create Qwilr

Select the template that you want.

Click Create Qwilr.

And you're done! 

Note:

  • You will need to have created & tagged templates in Qwilr for any templates to appear in HubSpot. This is very easy to do. More information can be found below in the Creating Templates section. 
  • Within the 'Actions' drop down, you will be able to see all of the tokens that are available for a particular record (these are different for contact, company and deal). Conversely, you can see which fields don't have any information, which you can rectify by adding that information to HubSpot. 

This is now ready to be shared with your client! 

Once your client has viewed the document you will be notified and see that the number of views has changed.

The status of your document will also change once it has been made Live and once it has been Accepted - and you will also be notified by email (and by Slack if you have that integration turned on too). 


Qwilr Options

Once you have created one or more qwilrs you'll see the following dashboard: 


Edit (Top Link) 

To edit your Qwilr simply click on the hyperlinked title at the top of the card (in the example above, this is the link saying 'Proposal for ...'). 

This will open Qwilr for you and allow you to edit the page directly.

Qwilr has an easy to use WYSIWYG editor that allows you to edit the text directly. You can alter text by highlighting it and using the options available. To add new sections, images, or tables simple click the small '+' symbols. 

For more information on editing Qwilr pages you can see the advice at help.qwilr.com or watch the fundamentals video below. 


Preview 

Preview opens a window on top of HubSpot that lets you see the Qwilr page that you will send to your customer / client. This will allow you to review the page to see if it needs any editing prior to sharing it with your customer / client.


Get Link

Clicking Get Link will bring up a window on top of HubSpot that will allow you to do several things. Here you'll be able to turn your project Live, add extra security, get the share link, or promote your page through social media.

If you want your Qwilr to work with the Accept flow, you will get need to toggle the project to Live mode. At this point, you'll be able to copy the Share link.

You'll also be able to add extra security during this flow. You can find out more about our Security Options here


Download PDF

This will allow you to export a PDF in either Portrait or Landscape. Alternatively, you could just grab the URL that allows for the downloading of the PDF. 

In the Qwilr App


Qwilrs that are created from a template in HubSpot are stored in the 'Children' section of that template. This can be found by going to the Template, clicking the down arrow on the right and then selecting Children

From here they can be edited / adjusted / disabled / deleted as any normal Qwilr can be. 

Template Limitations

Template Limitations

Text only

Qwilr can only find & replace text (letters and numbers) - we cannot replace images, videos, embedded content, URLs, etc. However, we can do this via the Foundry API. If you'd like to learn more about Foundry reach out to the team via help@qwilr.com

Quote Widget

We cannot replace text, nor numbers, within the functional part of the Quote Block. You can change the Header or other explanatory text at the top, but you will have to edit the quote block normally. 

Again - this does not apply to the Foundry API. If you are interested in that please do get in touch

Tokens

Tokens (sometimes called variable fields) allow you to have replaceable sections within templates. 

This means that you don't have to manually replace things like CUSTOMER NAME or ADDRESS every time you create a new Quote, Proposal, Report or any other type of document. 

You must wrap the token with two curly brackets (AKA braces) - which are: {  } 

Some examples of common tokens include: 


Important Notes:

  1. Any token that does not have any relevant information inside of HubSpot is automatically defaulted to a blank inside of Qwilr.
  2. All token fields are case sensitive. 

We have compiled a list of the more common standard HubSpot fields that you might find useful in building your templates. These can be seen below

For more information please see our Help Center, or reach out to a member of our team via help@qwilr.com

Contact

Contact

Below is a list of all available tokens in HubSpots's Contact object. Be sure to wrap them in two curly brackets. 


Fields:

firstname

lastname

salutation

email

phone

fax

mobilephone

jobtitle

website

ipaddress

address

city

state

zip

country

industry

notes_last_contacted

message

num_unique_conversion_events

recent_deal_amount

total_revenue

Company

Company

Below is the list of tokens available in HubSpots Company object. Be sure to wrap them in two curly brackets. 


Fields:

name

phone

website

description

about_us

domain

address

address2

city

zip

founded_year

industry

about_us

is_public

notes_last_contacted

recent_deal_amount

timezone

total_revenue

type

Deal

Deal

Below is the list of tokens available in HubSpots Deal object. Be sure to wrap them in two curly brackets. 


Fields:

amount

dealname

description

closedate

createdate

dealstage

dealtype

notes_last_updated

num_associated_contacts

Token Cross Record Compatibility

In some cases, tokens can be used across different record types. For example, if you create a template that is intended to be used from a Contact record, you can use Company record information.

You will only be able to use tokens provided in the "Show Tokens" table found inside of the HubSpot record type, but a good general rule of thumb:

  • Templates created from the Contact record can include tokens from the Contact or the associated Company record. Contact records cannot pull information from Deal records.
  • Templates created from the Deal record can include tokens from the Deal or the associated Company record. Deal records cannot pull information from Contact records.
  • Templates created from the Company record can only contain tokens from the Company record.

The reason that cross compatibility isn't possible for all three record types is that a Contact can have more than one Deal associated with it, a Deal can have more than one Contact associated, and a Company can have more than one Contact as well as more than one Deal associated. Because of these multiple associations, there is no way to determine which record to pull cross information from.


Using Tokens for Cross Compatibility

If you'd like to set up a template that will be used from the one record type, and you'd like to include tokens from the an associated record type, you'll first need to let HubSpot know where that information should be pulled from.

Creating the project from the Contact record will tell HubSpot, to pull in information from the Contact record. So {{firstname}} will tell HubSpot, "Look at the Contact information and enter the information recorded in the "First Name" field."

This means that if you'd like Company information to be included, you'll want to some how tell HubSpot to look at the associated Company record, and then pull in information. To do this, you'll end up adding "company." in front of the token.

So, {{company.name}} as a token on a template created from the Contact record will tell HubSpot, "For this Contact, find the associated Company and put in the Name"

However, if you want to create a template from the Company record, you'd only need to use {{name}} because HubSpot already knows to pull this information from the Company.

Below are examples of what the Company tokens look like from the Contact page versus the Company page.


Qwilr Fundamentals Video

Qwilr Fundamentals

20 minute Webinar

QWILR