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How To Install & Use OW Sync - Vantage Online Connector

Here's everything you need to know to install and use OW Sync - Vantage Online Connector.

1. Before You Start — Request Vantage Online API Access

Vantage Online is a cloud-only (SaaS) platform, so there is no server to configure and no address to enter — every customer connects to the same API endpoint.

You only need a username and password issued by Vantage for API access.

  1. Request API credentials: API access is not self-service. Contact Vantage Online and ask for API credentials for your tenant. They will issue a username and password specifically for integrations — these are not your normal Vantage web login.
  2. Check what the credentials can see: The API user reads customers, customer people, suppliers, items, contracts, sales orders, invoices, and their lines, and — if you plan to use the workflow actions — creates and updates customers, contacts, items, sales orders, and order lines. Ask Vantage to make sure the user has rights to everything you intend to sync.
  3. Note the settings your tenant needs for write-back (optional): If you plan to create records in Vantage from HubSpot, the actions rely on a few tenant defaults being configured — most commonly a default supplier for new items, and a default tax code and nominal code. If these aren't set, Vantage rejects the create with a message naming the missing setting, which appears in the HubSpot workflow action logs.

    ℹ️ No hostname needed: Unlike our on-premise connectors, there is no protocol, domain, IP address, or path to enter. OW Sync always connects to https://api.vantage.online.

2. Initial Installation

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

    📸 Add screenshot: 01-landing-select-vantage-online.png — OW Sync landing page with Vantage Online selected in the "Search for your ERP..." dropdown, before clicking Log In with HubSpot.

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

    📸 Add screenshot: 02-hubspot-choose-account.png — HubSpot account chooser.

  • 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.

    📸 Add screenshot: 03-hubspot-connect-app-permissions.png — HubSpot "Connect app" permissions screen.

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.

    📸 Add screenshot: 04-setup-billing-contact.png — "Select Billing Contact" step.

  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.

    📸 Add screenshot: 05-setup-company-information.png — "Company Information" step.

4. Connect Vantage Online

  • Welcome to Vantage Online Connector: The onboarding wizard explains what you'll need — the username and password Vantage issued for API access. Because the API address is the same for every customer, there's nothing else to enter. Click Continue.

    📸 Add screenshot: 06-onboarding-welcome.png — "Welcome to Vantage Online Connector" step.

  • Enter your credentials: Enter the Username and Password from section 1 and click Continue. OW Sync signs in to Vantage, obtains an access token, and stores the credentials encrypted.

    📸 Add screenshot: 07-onboarding-credentials.png — The Vantage Online credentials step with the Username and Password fields.

  • Test Connection: OW Sync reads a sample of customers and customer people from your tenant to confirm the credentials work and the API user can see your data. Click Continue once the checks pass.

    📸 Add screenshot: 08-onboarding-test-connection.png — "Test Connection" step showing the customer and contact checks passing.

5. HubSpot Setup — Create Properties

Vantage 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. OW Sync creates the custom properties for your customers, customer people, suppliers, items, contracts, sales orders, invoices, and their line items, and reads your tenant's lookup lists (tax codes, item types, nominal codes, delivery types, and similar) to populate the matching dropdown properties with the right options.

    📸 Add screenshot: 09-onboarding-properties-created.png — "Properties Created Successfully" confirmation with the summary of created properties.

6. Finish Onboarding

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

    📸 Add screenshot: 10-onboarding-complete.png — "All set!" completion step with the Go to Dashboard button.

7. Review Your Sync Configuration

  • After onboarding, you'll land in the OW Sync app. The Mapping page's Objects tab shows your pre-configured sync pairs, which bring Vantage data into the matching native HubSpot objects:
    • Vantage Customers → HubSpot Companies
    • Vantage Suppliers → HubSpot Companies
    • Vantage Customer People → HubSpot Contacts
    • Vantage Items → HubSpot Products
    • Vantage Contracts → HubSpot Deals
    • Vantage Sales Orders → HubSpot Orders
    • Vantage Invoices → HubSpot Invoices
    • Vantage Sales Order Lines / Invoice Lines → HubSpot Line Items
  • Each row shows the live ERP Count from your Vantage tenant alongside the HubSpot count, so you can see the size of a pair before enabling it.
  • 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 Contracts need a pipeline stage: Before activating the Contracts pair, expand its row and choose the HubSpot deal pipeline and stage that synced contracts should land in.

    ℹ️ Suppliers start disabled: The Suppliers pair also lands on Companies and is supplied switched off, since most accounts only want customer-side data in HubSpot. Enable it only if you want your Vantage suppliers in HubSpot as companies too.

    ℹ️ Large first syncs: The first run of each pair imports the full history and can take a while on larger tenants. 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.

    📸 Add screenshot: 11-app-mapping-sync-pairs.png — The Mapping page's Objects tab showing the Vantage Online sync pairs with their ERP counts.

  • Map Vantage 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 Vantage tenant that back the dropdown properties, and the Exclusions tab lets you filter out records you don't want in HubSpot (for example, inactive customers).

    📸 Add screenshot: 12-app-mapping-enumerations.png — The Enumerations tab showing Vantage lookup lists such as tax codes and item types.

8. Review Associations

  • The Associations tab lists the relationships OW Sync builds automatically in HubSpot once the relevant sync pairs are running:
    • Customer People → Companies — each contact linked to their customer
    • Customer Sites → Head Offices — site companies linked to their parent company
    • Contracts → Companies, Sales Orders → Companies, Invoices → Companies
    • Sales Order Lines → Orders, Invoice Lines → Invoices, Invoice Lines → Deals
  • 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.

    ℹ️ Line-item associations: HubSpot can't build a list rooted on line items or invoices, so those association types show a rollup count on the record instead of a live list total. The associations themselves are still created normally.

    📸 Add screenshot: 13-app-mapping-associations.png — The Associations tab showing the Vantage Online association pairs.

9. Create Records in Vantage Online from HubSpot (Optional)

OW Sync ships HubSpot workflow actions that write back to Vantage, 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 Customer, Update Customer
  • Create Contact, Update Contact
  • Create Product, Update Product
  • Create Sales Order, Update Sales Order
  • Add Line Item, Edit Line Item

Fields that point at a Vantage lookup — tax codes, item types, item categories, suppliers, nominal codes, and stores — are presented as dropdowns populated live from your tenant, so you don't have to enter internal IDs. Action outcomes, including any Vantage validation errors (for example a duplicate customer reference, or a missing default supplier when creating an item), appear in the workflow's action logs.

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

📸 Add screenshot: 14-workflow-create-vantage-record.png — A HubSpot workflow with a Vantage Online action (e.g. Create Customer) selected.

10. Review Sync History

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

    📸 Add screenshot: 15-sync-logs-running.png — The Sync Logs page.

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

11. 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 Vantage records with all mapped fields populated, contracts, sales orders, and invoices linked to their customer's company, and their line items attached to the parent order or invoice.

    📸 Add screenshot: 16-hubspot-synced-records.png — Synced Vantage Online records in HubSpot.

ℹ️ Keeping the connection alive: Vantage access tokens are short-lived, but OW Sync refreshes them automatically from your stored credentials — there's no periodic re-authorisation to do. If your Vantage password is changed or the API user is disabled, syncs will report a credentials error: open the Connections page in OW Sync and update the username and password on your Vantage Online connection.

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.