HubSpot + ProcessPro integration

ProcessPro runs the plant for batch process manufacturers: chemical makers, dietary supplement and nutraceutical producers, cosmetics firms and cannabis growers. It holds the formula and its revisions, the batch ticket, the lot genealogy from receipt to final sale, and the certificate of analysis a customer asks for. Aptean now owns it and sells it as Aptean Process Manufacturing ERP, ProcessPro Edition.

ProcessPro includes CRM features of its own. The teams this page is for run sales and marketing in HubSpot instead, and what they give up is visibility. A rep in HubSpot cannot see that the order promised for Friday is still waiting on a quality test, or that the account has three invoices past due. The plant knows, finance knows, and the customer can find out before the rep does.

The fix is narrower than it sounds. Sellers need the customer, the open orders, the invoices and the products an account buys, refreshed often enough to trust. They do not need formulas, batch records or lot history, and those are exactly the records a regulated manufacturer should keep in one audited place. ProcessPro keeps the whole set in SQL Server, which makes a read-only sync the natural first step and a custom build the exception.

Four objects, all moving one way. ProcessPro customers become HubSpot companies, sales orders turn into deals, invoices go to a custom object linked to their order, and saleable items fill the product library. ProcessPro stays the system of record for all four, and HubSpot shows them read only.

Every object keys on its ProcessPro identifier, held in a unique HubSpot property: the customer ID, the sales order number, the invoice number and the item number. Names change when someone tidies the customer list. Identifiers do not.

Load order matters more than it looks. A deal can only associate to a company that already exists, and an invoice to a deal that exists, so the packages run in that order and never in parallel.

What stays out is deliberate. Lot records, test results, certificates of analysis and formulas carry the approvals and audit trails that support FDA compliance inside ProcessPro. A rep can answer “has my order shipped” without any of them.

The shape is a managed sync with no service to host. ProcessPro is built on SQL Server, so Skyvia reads the database through a read-only login and loads HubSpot on a schedule, nightly by default.

The Skyvia agent runs on a computer inside the network that can reach both the database server and the internet. It carries data to Skyvia encrypted and needs no dedicated external IP or port, so the database stays off the internet. Each import task reads one object, looks up the matching HubSpot record by the ProcessPro identifier, and updates it or inserts a new one when the lookup comes back empty.

Task order is fixed rather than inferred: companies, then deals, then invoices, then products. Skyvia can run unrelated tasks in parallel, so the integration preserves its task order to keep parents ahead of children. With source values switched on, the error log shows each failed row as it left ProcessPro, and a failed run is simply run again, because each task updates records by their ProcessPro identifier rather than adding new ones.

The deciding question is whether you can get read access to the ProcessPro database. On premises, that means a read-only login and an agent install, and the managed sync covers the mapping without a line of custom code. Where Aptean hosts ProcessPro, the read path depends on what Aptean will provide.

A service we build is the second route. It earns its cost when HubSpot has to write back, for example a won deal creating a sales order, or when order status has to land in minutes. The trade is hosting and ownership: a service needs somewhere to run and someone to watch it.

Nothing in the marketplace is named for ProcessPro, so the choice is between those two routes.

1. Scope. We confirm where ProcessPro runs, who can grant a read-only login, and which four objects sellers actually need.
2. Architect. We agree the read-only views, the ProcessPro identifier for each object and the task order, and write them down.
3. Build. The Skyvia packages are built against a HubSpot sandbox with the agent installed on a server inside the network.
4. Validate. Counts and open order values are compared with ProcessPro’s own reports, and every gap is traced with the operations lead before cutover.
5. Operate. We watch the run history, rerun failed packages whole, and re-check the views after each ProcessPro upgrade.