CAI Fishbowl-HubSpot Integration Plan

Overview

Citrus America currently manages inventory and order fulfillment in Fishbowl, which is already connected to QuickBooks. The goal is to extend this chain by integrating HubSpot with Fishbowl, enabling won deals in HubSpot to automatically flow into Fishbowl as orders — eliminating manual handoff between sales and operations.

This integration is explicitly deferred until the HubSpot sales workflow setup is complete and stable. Miriam has confirmed the intent to pursue it as a next phase.

Current System Landscape

System	Role	Connected To
HubSpot	CRM, sales pipeline, marketing	(target: Fishbowl)
Fishbowl	Inventory, order management	QuickBooks
QuickBooks	Accounting	Fishbowl

The desired end state is: HubSpot → Fishbowl → QuickBooks, with won deals in HubSpot triggering order creation in Fishbowl.

Integration Details

Connector cost: ~$600, billed on the Fishbowl side. Miriam pays this on a recurring (approximately biennial) basis and has an existing integration license.
HubSpot side: No additional HubSpot license cost anticipated — integration is handled via API.
Setup requirement: Asymmetric will need to log in to Fishbowl to configure the API connection. Miriam will send Mark any documentation or invoice details she has from Fishbowl.
QuickBooks connection: Connecting HubSpot directly to QuickBooks is considered lower priority and may not be necessary given the Fishbowl intermediary.

Intended Workflow

Sales rep qualifies a lead and advances them to Opportunity in HubSpot.
A quote is created and approved within HubSpot.
On deal close/win, the order is automatically pushed to Fishbowl via API.
Fishbowl handles fulfillment and syncs financials to QuickBooks as usual.

This removes the current manual step where someone must re-enter order data into Fishbowl after a HubSpot deal is closed.

Status & Prerequisites

Status: Deferred — not yet started.

Prerequisites before integration can begin:
- [ ] HubSpot sales workflow fully live and validated (MQL→SQL automation, BANT scoring, deal/lifecycle sync) — see ^[1]
- [ ] HubSpot contact database cleanup complete — see ^[2]
- [ ] Miriam sends Fishbowl integration documentation/invoices to Mark
- [ ] Asymmetric gains Fishbowl login access to configure API

The Serial Number field was removed from HubSpot contact cards during this meeting, as serial number tracking is handled in Fishbowl, not HubSpot.
Miriam's service team is also interested in HubSpot's ticketing module; a future ticketing-to-Fishbowl workflow may be relevant once the service module is configured.
A broader HubSpot service module setup is planned as a parallel workstream.

Action Items

Owner	Action
Miriam	Send Fishbowl integration info (invoices, connector docs) to Mark
Mark	Review Fishbowl API documentation and assess setup requirements
Asymmetric	Obtain Fishbowl login credentials when integration phase begins

^[1]
^[3]
^[4]