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Assessio HubSpot Portal: Key Setup & Integrations (Vloxq & Zuora)

Overall documentation with links to detailed information

The overall system landscape 

Link: https://miro.com/app/board/uXjVKmZu7EU=/?moveToWidget=3458764611073794059&cot=14

 

 

1. CRM and Property Setup

Contacts & Companies

  • HubSpot is structured with standard and custom properties to reflect company and contact data, supporting sales and CS workflows.
  • Custom objects (Customer Subscription, Charge, MRR) ensure all Zuora subscription data syncs to HubSpot, mirroring Zuora’s hierarchy. Each “Customer Subscription” object in HubSpot matches a Subscription object in Zuora including all essential data fields.
  • See description of most important datafields on all objects: https://docs.google.com/spreadsheets/d/1vtHQfdAlwxCAYt1-nKYm5RQWS4hUZaNRA_vqOQuoL7w/edit?gid=0#gid=0 

2. Sales Setup: Pipelines, Flows, and Quotes

Main Sales Pipelines

  • New Logo Pipeline
    View New Logo Pipeline

    • Designed for brand-new prospects, moving from Identify → Qualify → First Sales Meeting → Proposal → Negotiate → Solutioning → Handover. Each stage has a clearly defined purpose, activities, and exit criteria to ensure quality progress through the funnel. After closing (“Won”), a card is created for the onboarding team, triggering coordinated handover to customer success. Pipeline definitions in the Key Sales & Marketing Document

 

  • Existing Customer Pipeline
    View Existing Customer Pipeline

    • Used to manage expansion, renewals, migrations, and upsell/cross-sell for current clients. The process covers identifying new opportunities, negotiating, contract signature, and handover to CSMs, with all criteria and flows meticulously described in the Key Sales & Marketing Document (“Existing customer pipeline,” “renewal,” “CSM structure”).

    • All pipeline stages include Purpose, Activities, and Exit Criteria, guaranteeing quality control and seamless handovers (including structured sales-to-CSM handoff).

See flow for overall inbound setup: https://miro.com/app/board/uXjVKmZu7EU=/?moveToWidget=3458764599411491252&cot=14

See flow for overall outbound setup:https://miro.com/app/board/uXjVKmZu7EU=/?moveToWidget=3458764600292964767&cot=14

 

 

Quote creation (Vloxq)

  • See the full guide: Quotation Guide & FAQ
  • The general quote workflow:
    1. Create a deal (in the right pipeline and deal type for your case),
    2. Open the Vloxq card (deal sidebar),
    3. Configure quote details (product(s), ramp pricing, start/end/billing dates, etc.),
    4. Click “Create” to push quote data to HubSpot,
    5. Send the quote by email, then initiate e-sign via Oneflow,
    6. Once signed, advance deal from “Verbal Agreement” to “Won”,
    7. For relevant scenarios, triggers workflow to sync to Zuora.

Scenarios—Quick Steps and Training Videos:

  1. New Customer
    • Create deal → Open Vloxq card → Configure quote → Create/send → Trigger e-sign → Customer signs → Move to Won → Zuora sync.
    • Video: New Customer Quotation Flow
  2. Non-Recurring (e.g., training, demo, certification)
  3. Upgrade/Downgrade
    • Use Existing Customer pipeline, pick Upgrade/Downgrade as deal type, add current product and new price/config/quantity (add for upgrades, reduce for downgrades). Vloxq calculates deltas and supports ramp pricing if needed.
    • Video: Upgrade/Downgrade Scenario
  4. Migrations/Conversions
    • Use migration pipeline or tag the deal for conversion. Quote in Vloxq, sync, and follow normal flow.
    • See FAQ for more: Quotation Guide & FAQ
  • Only Vloxq can update line items—ensuring legal and billing accuracy throughout the quoting and contracting process!

3. Marketing Setup: Lead Scoring, Lifecycle, and Forms

Overall marketing flow: https://miro.com/app/board/uXjVKmZu7EU=/?moveToWidget=3458764614412139109&cot=14 

Lead Scoring & Lifecycles

Key Marketing Workflows & Automations

Templates:

4. CSM Setup – Pipeline Details

Onboarding Pipeline

View Onboarding Pipeline
Purpose:
Ensure a streamlined handover from Sales to CSM and support a positive, rapid customer onboarding.

Key Activities:

  • New card is created for the CSM team when the deal is won (from New Logo, Upgrade, or Migration).
  • Assign responsible CSM, send onboarding information, invite users to the platform.
  • Schedule onboarding calls, coordinate training/certification if needed, and complete any setup tasks.
  • Align on customer tasks and log all blockers or requests.

Exit Criteria:

  • Customer participates in onboarding calls and receives all access.
  • CSM marks customer as “onboarded” in CRM.
  • Customer is ready to start using Assessio’s platform independently.

Renewal Pipeline

View Renewal Pipeline


Purpose:
Drive contract renewals efficiently and proactively.

Key Activities:

  • CSM contacts the customer before renewal to review contract status, usage, and satisfaction.
  • If changes or upsells are needed, initiate a new quote (using Vloxq).
  • Book and conduct renewal meeting, confirm agreement/changes.

Exit Criteria:

  • Verbal and written (contract) renewal is received.
  • CRM reflects the new agreement and, if needed, triggers onboarding/adoption for any upgrades.

Migration Pipeline

View Migration Pipeline

Purpose:
Support customers transitioning to new platforms, licenses, or account structures.

Key Activities:

  • CSM logs migration-specific data, assigns responsible team, coordinates with customer and internal stakeholders.
  • Guide the customer through migration steps, including product configuration, training, and communication.
  • Trigger new quotes/contracts if applicable and update all data in CRM and Zuora.

Exit Criteria:

  • Customer signs off on migration (including new contract, if needed).
  • Technical/configuration steps complete, handover done.
  • Migration marked as complete in CRM.

Reference documentation for each pipeline’s activities, process charts, and exit criteria is found in:

    5. Zuora Integration (Both Ways)

    Purpose:

    Technical Architecture:

    • Fully bidirectional sync:
      • HubSpot → Zuora (on deal closure, upgrade, downgrade, churn)
      • Zuora → HubSpot (subscription status, revenue, and product data synced as custom objects).

    See flowhcart here: https://miro.com/app/board/uXjVKmZu7EU=/?moveToWidget=3458764637656790803&cot=14 

     

     

    Key Event Flows & Triggers:

    • New customer: Deal to closed won triggers Zuora account + subscription creation and syncs back into HubSpot. Workflow sending data to Zuora: Zuora - create customer and order etc
    • Upgrade/downgrade/ramp: Triggers tasks for finance and manually created currently
    • Churn: Reflected back as “churned” in HubSpot.
    • Workflow example: Zuora Automation
    • Mapping/details: Zuora Data Mapping Sheet

    Limitations & Roadmap:

    • Some items (autosync, dates, complex discounts/upgrades) are being developed.

    Diagrams & Further Info:

    References & Support Links

     

    6. Dashboards

    Full documentation: Dashboard Documentation – Assessio Help Center

    Marketing Dashboards

    • Day-to-Day Marketing Ops Dashboard
      Purpose: Provides daily insights into ongoing marketing activities and helps marketing and sales collaborate on active leads.
      Use: See quick overviews of marketing efforts, campaign success, and lead flow.
      Link: Day-to-Day Marketing Dashboard (HubSpotReports) (Example for NO market, available for each country)

    • Head of Marketing Dashboard
      Purpose: Distributed per country, gives marketing leads an overview covering:

    Sales Dashboards

    • Sales Rep Template
      Purpose: Shows each sales rep their activities, pipeline, forecast, MRR/ARR, conversion rate, and personal pipeline health.
      Link: Sales Rep Dashboard Example (NO market)

    • Head of Sales Dashboard
      Purpose: For country sales leaders to monitor new deals, forecasts (monthly, quarterly, yearly), rep performance, sources, and pipeline health.
      Features: Activity monitoring, MRR/ARR, goal tracking, pipeline forecasting, and source analysis.
      Link: Head of Sales Dashboard (template varies by country)

    • SDR Report
      Purpose: Specific for Sweden, tracks meeting bookings and their outcomes in the sales pipeline.
      Note: Can be cloned for other regions as needed. Link to template: SDR template

    CSM & Support Dashboards

    • CSM Dashboard
      Purpose: Overview for Customer Success Managers—manage renewals, onboarding, customer follow-ups, and health scoring.
      (Ask internally for region-specific link; structure follows the sales/marketing dashboards.) Link to dashboard: CSM dashboard

    • Support Template
      Purpose: Tracks support ticket volumes, statuses, categories, and average response times.
      Link: Support Dashboard

    Management Dashboards

    • MD Dashboard / Management Dashboard
      Purpose: For local MDs to track entity performance, budgets, new and recurring MRR, and quarterly goals.
      Metrics: Revenue, new customers and upgrades, forecasted/actual MRR, team target attainment, sales funnel performance.
      Link: MD Dashboard / Management

    • Territory Planning/Adoption Dashboards
      Purpose: Support executive team, territory planning, and monitor cross-entity adoption link: Territory planning

    • CRO dashboard link: CRO dashboard