How To Install & Use OW Sync - Sage 200 Connector

1. Before You Start — Enable the Sage 200 API

OW Sync supports Sage 200, Standard or Professional (UK and Ireland), whether it runs on your own servers or is hosted for you. OW Sync reaches it through Sage's own cloud API gateway.

Sage Professional requires the Sage 200 Native API to be enabled. This is done through Microsoft Entra ID tunnelling, which your Sage business partner or IT team sets up once. You'll need:

1. A Microsoft 365 subscription, with a dedicated Microsoft 365 tenant for the Sage 200 server.
2. Global Administrator rights on that tenant, to register the tunnel.
3. The Microsoft Entra Private Network Connector installed on the Sage 200 server.
4. Microsoft Entra ID P1 licensing.
5. A Sage ID set up as an API user: In Sage 200 System Administration, find the user whose Sage ID will connect OW Sync, tick Is API User, and give them access to every company you want to sync. OW Sync can only see the companies this user can access.

   ℹ️ One sign-in, every company: You sign in with this Sage ID once during onboarding. Every Sage 200 company the user can access becomes its own OW Sync connection, with its own sync pairs, field mappings, and HubSpot properties.

2. Initial Installation

• Install OW Sync - Sage 200 Connector from the official installation flow. On the OW Sync landing page, open the "Search for your ERP..." dropdown and select Sage 200 ("Two-way sync between Sage 200 & 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, invoices, 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 Sage 200

Sage 200 authenticates through Sage ID (OAuth 2.0) — there's no API key to copy or paste.

Your access is granted securely by signing in with your Sage ID, and tokens are stored encrypted and refreshed automatically.

• Welcome to Sage 200 Connector: The onboarding wizard explains that you'll be redirected to Sage to sign in with a Sage ID that is set up as an API user, and that every company that user can access appears as its own connection. Click Continue.
• Connect with Sage: The screen notes that your Sage 200 API must be enabled and that the Sage ID you sign in with must be ticked as an API user. Click Continue to sign in.
• Authorise with Sage: You'll be redirected to Sage's sign-in page. Log in with the Sage ID from section 1 and approve access for OW Sync. Once authorised, you're returned to onboarding automatically, and OW Sync creates one connection for each Sage 200 company.

  ℹ️ No companies found? If sign-in succeeds but OW Sync reports that the Sage ID has no Sage 200 companies, the user is not yet an API user. Ask your Sage 200 admin to complete step 5 of section 1, then sign in again.

5. HubSpot Setup — Create Properties

Sage 200 data is mapped to the matching native HubSpot objects (companies, contacts, products, deals, orders, invoices, 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. For every connected company, OW Sync creates the custom properties for you, along with the sync pairs, field mappings, and associations. It also reads your company's lookup lists (currencies, tax codes, product groups, warehouses, price bands, and similar) to populate the matching dropdown properties with the right options.

6. Finish Onboarding

• Once properties are created, you'll see the All set! screen confirming your Sage 200 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. If you connected more than one company, use the connection selector in the header to choose which one you're configuring. The Mapping page's Objects tab shows your pre-configured sync pairs:
  • Sage 200 Customers → HubSpot Companies
  • Sage 200 Suppliers → HubSpot Companies
  • Sage 200 Customer Contacts → HubSpot Contacts
  • Sage 200 Supplier Contacts → HubSpot Contacts
  • Sage 200 Products → HubSpot Products
  • Sage 200 Sales Quotes → HubSpot Deals
  • Sage 200 Sales Orders → HubSpot Orders
  • Sage 200 Invoices → HubSpot Invoices — posted invoices and credit notes
  • Sage 200 Sales Quote Lines / Sales Order Lines / Invoice 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 Large first syncs: The first run of each pair imports the full history and can take a while on larger companies. Subsequent runs read only the records changed since the last sync and complete quickly. We recommend activating Customers first, then enabling the remaining pairs once it completes.

• Map Sage 200 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.
• The Enumerations tab shows the lookup lists read from your Sage 200 company that back the dropdown properties — currencies, tax codes, country codes, product groups, warehouses, price bands, credit positions, customer discount groups, payment methods, account status, document status, product status, fulfilment method, transaction type, and line type. The Exclusions tab lets you filter out records you don't want in HubSpot.

8. Review Associations

• The Associations tab lists the relationships OW Sync builds automatically in HubSpot once the relevant sync pairs are running.
• Use the Activated toggle to enable the associations you want. The Associated So Far column tracks progress for the association types HubSpot can report on.

9. Manage Connections & Test Sync

• Navigate to Auth in the left sidebar. The Credentials tab shows your HubSpot connection status and one Sage 200 connection per company, each with its status. Click Reconnect on a connection to sign in with Sage ID again — reconnecting refreshes your existing connections.

• The Test Sync tab runs three live checks against the selected company: Verify Sage 200 API user access, Test customers API from Sage 200, and Test products API from Sage 200. If the first check fails, the Sage ID is usually not ticked as an API user.

10. Create Records in Sage 200 from HubSpot (Optional)

OW Sync ships HubSpot workflow actions that write back to Sage 200, 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).

Every action starts with a Connection dropdown to choose which Sage 200 company it writes to, and record IDs are the Sage 200 IDs that OW Sync stores on each synced HubSpot record.

Fields that point at a Sage 200 lookup — tax codes, currencies, product groups, warehouses, and banks — are presented as dropdowns populated live from your company.

If you have connected more than one Sage 200 company, each option is labelled with its company — pick one from the same company as the action's Connection, otherwise the action stops with an error rather than writing another company's value. New records start from your Sage 200 company's own defaults, and optional fields left blank are not sent. Action outcomes appear in the workflow's logs.

ℹ️ Plan tiers: Create and update actions for customers and contacts are available on all plans. The product, sales quote, sales order, line-item, invoice, and payment actions require a plan that includes advanced workflow actions.

ℹ️ Documents open in Sage 200: Updating a sales quote or sales order, and adding or editing their line items, fails while that document is open in the Sage 200 desktop client. Close the document in Sage 200 and the action will succeed on its next run.

11. 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.

12. Verify in HubSpot

• Once a sync completes, navigate to the matching HubSpot objects — Companies, Contacts, Products, Deals, Orders, and Invoices — to verify the data.
• You should see Sage 200 records with all mapped fields populated, contacts linked to their customer or supplier, sales quotes, sales orders, and invoices linked to their customer's company, and their line items attached to the parent quote, order, or invoice.

ℹ️ Keeping the connection alive: Sage access tokens last 8 hours and OW Sync refreshes them automatically. Sage ends the sign-in itself 90 days after you authorise, after which your Sage 200 connections show as Expired on the Auth page and syncs stop. Open Auth and click Reconnect — you'll go through the same Sage ID sign-in as in section 4.

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.