HubSpot + BatchMaster ERP integration

BatchMaster is the system a formula-based manufacturer buys when the formula, the batch ticket and the lot have to agree for an auditor. Food, nutraceutical, chemical and cosmetics plants run it for exactly that reason. BatchMaster Web even carries a CRM module with sample approvals, yet the teams this page is for run marketing and the pipeline in HubSpot: the sample a buyer asked for, the reformulation they want quoted, the distributor who has gone quiet since spring.

The people having that conversation cannot see what happens after the handshake. A rep does not know that an order is waiting on a quality release, that the last shipment went out short, or that an invoice is sixty days old. So they ask the plant, the plant answers when it can, and the customer hears two versions of the same story.

BatchMaster also comes in several shapes, and the shape decides the design before anything else does. BatchMaster Software, a division of eWorkplace Manufacturing, sells BatchMaster Web as its own cloud ERP and an Enterprise Edition built on SAP Business One. It also sells manufacturing modules that sit beside QuickBooks, Microsoft Dynamics GP, Sage 100 and 300, and a Business Central edition. The customer master and the invoice live somewhere different in each, so scoping begins with which one you run.

Five objects cover what sellers ask about. Each customer maps to a HubSpot company and each sales order to a deal, while shipments and invoices sit on custom objects tied to their order. Finished goods become products keyed on the item code, so a rep can see what an account buys without seeing how it is made.

Everything moves one way, into HubSpot. The customer and every document belong to BatchMaster or to the finance package behind it, and sellers see them read only.

The key needs care. On the Business Central edition, BatchMaster imports customer and vendor masters from Business Central and uploads invoices back, so the customer code both systems share is the only key that survives both directions. We use it everywhere and never match on a customer name.

Formulas, raw materials, batch tickets and quality results stay out. They are regulated records with their own audit trail, and a copy in a CRM helps nobody during a recall. A shipment can carry the lot numbers it contained as reference text, which answers the customer’s question without creating a second traceability record.

The recommended shape is a file load, because it needs nothing BatchMaster has not published. We agree an export with BatchMaster: a file for each object plus a manifest stating its row count, written on a schedule to an SFTP drop we host. BatchMaster already runs its own connectors as scheduled services that can fire from once a minute to once a year, so a regular export sits inside its normal toolset.

A load service picks up each file and records its hash, which turns a second copy of the same drop into a no-op. Columns are compared with the agreed contract, and a row that fails validation goes to quarantine with its reason attached. Clean rows are upserted in batches on the customer code and the document numbers, associations follow in their own pass, and every run ends with the manifest’s row counts set against what landed.

On the Enterprise Edition the same service reads the Service Layer instead, as the SAP Business One page describes. BatchMaster keeps its manufacturing data inside the SAP Business One database, so business partners, orders and invoices are ordinary SAP documents there.

What decides the route here is what BatchMaster will expose. BatchMaster Web does have a web service. Its SPS Commerce connector runs as a named BatchMaster user and moves orders through it as JSON, and ShipStation’s webhooks post shipments to it. No reference for it is published. If BatchMaster shares that reference and a service account, our load service reads it directly and the data gets fresher. If not, the export route delivers the same objects on the agreed schedule.

An iPaaS has nothing to call without that reference, so it would only move the same export files at a per-task price. The marketplace offers nothing to install, since no listing is named for BatchMaster.

1. Scope. We establish the edition, the finance package, who hosts the system, and whether BatchMaster will expose its web service or schedule an export.
2. Architect. We fix the customer code as the key, write the export contract with its cancellation signal, and agree which lot references a shipment may carry.
3. Build. We write the load service against sample BatchMaster exports and a HubSpot sandbox, and it refuses to write to any portal missing from its allowlist.
4. Validate. Loaded counts and open order values are checked against a BatchMaster report, and each difference is traced with whoever runs the order desk.
5. Operate. Each run is compared with its manifest, a replay endpoint stays available, and the export contract is rechecked whenever BatchMaster ships a service pack.