How To Install & 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.

  

• 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 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.

  

• 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.

  

• 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.

  

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.

  

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.

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.
• 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 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.

  

• 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).

  

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. 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):

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 the Standard plan.

10. 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.

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.

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.