Connect AFAS and HubSpot: keep both in sync

Many companies work with two packages that do not know each other. Sales lives in HubSpot: contacts, deals and follow-up. Administration runs in AFAS: relations, orders, invoices and staff. Without a connection, someone types a won customer in twice, and with every change the packages drift further apart.

What do you actually want to connect?

Start with the work, not the technology. The connections that save time most often:

• Won deal to AFAS. When a deal is won in HubSpot, the customer appears as a relation in AFAS, with the order or subscription.
• Invoice status back to HubSpot. When an invoice in AFAS is paid or overdue, the salesperson sees it on the deal or company in HubSpot.
• Keeping contact details in sync. When an address or contact person changes in one package, the other follows.

Choose one direction to start with. Connecting both ways at once is where things go wrong most often: which package is right when they differ?

Three ways to connect AFAS and HubSpot

1. A standard connector or integration platform. There are ready-made connectors and platforms such as Zapier or Make. They copy fields by fixed rules. Fine for simple flows, but they often charge per task and get stuck on exceptions.
2. Custom work on the packages' own connections. AFAS works with connectors to read and write data, HubSpot has its own API. A developer builds exactly what you want on top, but it needs maintenance.
3. An AI agent in between. The agent uses the same official connections, but does more than copy: it notices a company name spelled differently, looks up a missing Chamber of Commerce number and prepares a doubtful case for a person instead of copying it wrong.

When is an AI agent the better choice?

A fixed connection is enough when the data is always clean and the same. An agent pays off when:

• data is often incomplete or spelled differently;
• a judgement is needed ("does this deal belong to an existing relation?");
• besides copying, you also want work prepared, such as a draft email to the customer or an order confirmation.

The agent prepares, a person approves. What it may later push through on its own, you agree together.

What does it cost?

Your first AI agent costs €750 fixed, with at most two connections. AFAS and HubSpot are exactly two. It is live within two weeks of the intake. Hosting and maintenance is from €50 per month per agent.

How do you start?

Write down which data is entered twice now and how often. That becomes an AI agent design: which direction, which fields, what the agent checks and what you check. The UnifyAI Agent does that in a few minutes. More on each package is on AFAS and AI and HubSpot and AI.

Sources

• AFAS Help Center, AFAS Software
• HubSpot developer documentation, HubSpot