How To Install & Use OW Sync - NetSuite Connector

1a. Before You Start — Prepare NetSuite

Unlike connectors that authenticate with a simple API key, NetSuite requires a one-time setup inside your NetSuite account: an integration record that OW Sync connects through.

You'll need a NetSuite Administrator (or a role with equivalent Setup permissions) to complete this section.

1. Enable the required features: In NetSuite, go to Setup > Company > Enable Features > SuiteCloud and make sure both REST Web Services and OAuth 2.0 (under Manage Authentication) are enabled. Save if you changed anything.

   

2. Create the integration record: Go to Setup > Integration > Manage Integrations > New and configure it as follows:
   • Name: e.g. OW Sync
   • State: Enabled
   • Under OAuth 2.0: tick Authorization Code Grant
   • Scope: tick REST Web Services
   • Redirect URI: enter the URL provided to you by the Cogent team

   

1b. Before You Start — Save the Credentials

1. Copy the Client ID and Client Secret: When you save the integration record, NetSuite displays the Client ID (Consumer Key) and Client Secret once only — copy both somewhere safe now. If you lose them, you can reset the credentials on the integration record to generate a new pair.
2. Note your Account ID: Find it under Setup > Company > Company Information (Account ID field) — it also appears in your NetSuite URL (e.g. https://1234567.app.netsuite.com). It looks like 1234567, or 1234567_SB1 for a sandbox.
3. Check the authorising user's role: The NetSuite user who approves the connection in step 4 below must have a role with the REST Web Services and Log in using OAuth 2.0 Access Tokens permissions, plus view/edit access to the records OW Sync works with (customers, contacts, items, and transactions). Many teams create a dedicated integration role for this.

2. Initial Installation

• Install OW Sync - NetSuite Connector from the official installation flow. On the OW Sync landing page, open the "Search for your ERP..." dropdown and select NetSuite ("Two-way sync between Oracle NetSuite & HubSpot"), then click Log In with HubSpot.

  

• Select your HubSpot account from the list. We recommend testing on a sandbox or test account before deploying to production.

  

• Review the permissions required by the app — these include access to your companies, contacts, deals, orders, products, line items, and their property schemas — then click Connect app to proceed.

3. Account Setup

After connecting, you'll be guided through a setup wizard.

1. Select Billing Contact: Choose a portal user who will be the primary billing contact for this account from the dropdown, then click Continue.

   

2. Company Information: Enter your billing company details including domain, legal company name, street address, city, state/county, postal code, and country. This information will be used for invoicing. Click Continue to proceed.

4. Connect NetSuite

• Welcome to NetSuite Connector: The onboarding wizard explains what you'll need — your NetSuite account ID and the client ID and secret from your integration record (prepared in section 1) — and that you'll be redirected to NetSuite to authorise access. Click Continue.

  

• Connect your NetSuite account: Leave the authentication method on OAuth 2.0 (recommended) and enter:
  • Account ID — e.g. 1234567 or 1234567_SB1 for a sandbox
  • Client ID and Client Secret — from your integration record (section 1, step 3)
  Click Continue to be redirected to NetSuite.

  

  ℹ️ Token-Based Authentication: If your organisation mandates TBA (OAuth 1.0a) instead, switch the authentication method and enter the consumer key/secret and token ID/secret from your integration record and access token. OAuth 2.0 is recommended for all new connections.

• Authorise in NetSuite: You'll land on NetSuite's consent screen. Sign in (if prompted) with the user prepared in section 1, step 5, review the access request for the OW Sync integration, and click Allow. Once authorised, you'll be returned to onboarding automatically.

  

5. HubSpot Setup — Create Properties

NetSuite data is mapped to the matching native HubSpot objects (companies, contacts, products, orders, deals, and line items). OW Sync will automatically create and manage the custom properties needed to hold your data — there's no target object to choose.

• Click Create Properties to proceed. OW Sync will create and manage the custom properties for your customers, contacts, items, sales orders, estimates, and their line items.

  

6. Finish Onboarding

• Once properties are created, you'll see the All set! screen confirming your NetSuite connector is configured and ready to use. Click Go to Dashboard to enter the app.

  

7. Review Your Sync Configuration

• After onboarding, you'll land in the OW Sync app. The Mapping page shows your pre-configured sync pairs, which bring NetSuite data into the matching native HubSpot objects:
  • NetSuite Customers → HubSpot Companies
  • NetSuite Contacts → HubSpot Contacts
  • NetSuite Items → HubSpot Products
  • NetSuite Sales Orders → HubSpot Orders
  • NetSuite Estimates → HubSpot Deals
  • NetSuite Sales Order Lines / Estimate Lines → HubSpot Line Items
• Use the Activated toggle on each row to turn a sync pair on or off, and the Interval dropdown to set how often it runs (sync frequency depends on your plan). You can review the field mappings for any pair by expanding its row before enabling it.

  ℹ️ Estimates need a pipeline stage: Before activating the Estimates pair, expand its row and choose the HubSpot deal pipeline and stage that synced estimates should land in.

  ℹ️ Large first syncs: On accounts with a long transaction history, the first run of the Items, Sales Orders, and line-item pairs can take several hours while the backlog is imported. Subsequent runs only pick up changes and complete quickly. We recommend activating Customers first, then enabling the remaining pairs once it completes.

  

• Map NetSuite fields to HubSpot properties as needed. Fields are pre-mapped to the auto-created HubSpot properties by default, and you can change the target property or disable individual field syncs from the expanded row.

8. Create Records in NetSuite from HubSpot (Optional)

OW Sync ships HubSpot workflow actions that write back to NetSuite, so you can create and update records directly from HubSpot without re-keying data. Add any of these actions to a workflow (for example, when a deal reaches a closed-won stage):

• Create / Update Customer, Create / Update Contact
• Create / Update Item
• Add Address to Customer
• Update Sales Order, Add Line Item, Edit Line Item

Each action includes an optional Additional Fields (JSON) input for account-specific fields (including custom fields your NetSuite forms require). Action outcomes — including any NetSuite validation errors — appear in the workflow's action logs.

9. Review Sync History

• Navigate to Sync Logs in the left sidebar to view synchronization history.

  

• The first sync will begin shortly after you enable a sync pair. Subsequent syncs run automatically on the schedule you set.

10. Verify in HubSpot

• Once a sync completes, navigate to the matching HubSpot objects — Companies, Contacts, Products, Orders, and Deals — to verify the data.
• You should see NetSuite records with all mapped fields populated, sales orders and estimates linked to their customer's company, and their line items attached to the parent order or deal.

ℹ️ Keeping the connection alive: NetSuite issues short-lived refresh tokens for OAuth 2.0 connections, so the connection may periodically require re-authorisation. If syncs report an expired connection, open the Connections page in OW Sync and click Reconnect on your NetSuite connection — you'll go through the same one-click NetSuite consent as in section 4, with no other reconfiguration needed.

This guide will be updated with new functionality, object types, and synchronization options as they become available. Visit the OW Sync website for the latest features, or contact the Cogent Connective team with any questions not covered here.