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How to automate importing SolarQuotes leads into HubSpot using Zapier

How to automate importing SolarQuotes leads into HubSpot using Zapier

This is our process for automating SolarQuotes leads into HubSpot.

 

Step 1: Set Up Email Parser

  1. Create a Zapier account if you don't already have one: https://zapier.com/
  2. Log in to your Zapier Account on the Zapier Parser website (you don't need to set up another account, just use your existing Zapier login): https://parser.zapier.com/
  3. Create a Zapier Parser Mailbox - it will give you a default mailbox email address i.e. pe4l2mqm@robot.zapier.com

    XEN Solar Zapier Parser Create Mailbox

    XEN Solar Create Mailbox Parser

    Click into the Mailbox and it should look like below (no emails).
    XS SolarQuotes HubSpot Zapier Plain Text Image

  4. Note where the SolarQuotes email currently gets sent (does it get sent to you?
    info@yourbusinessname.com.au? admin@yourbusinessname.com.au? You'll need this for later).
  5. Find a SolarQuotes lead email. Forward the SolarQuotes lead email to your Zapier Parser Mailbox address i.e. pe4l2mqm@robot.zapier.com

    SolarQuotes lead email looks like this:
    XS SolarQuotes HubSpot Zapier Quote Image

    There is a plain text section at the end of the email, we'll use this in Zapier Parser later:
    XS SolarQuotes HubSpot Zapier Plain Text Details Image

    Example of forwarding the email to the Zapier Parser Mailbox:
    XS SolarQuotes HubSpot Zapier Quote Details Image

  6. The forwarded email will appear in the Parser user interface - refresh the page if you can't see it

    An email has appeared in the inbox!
    image-upload (10)


  7. Now click on 'template' under the email and click on 'Click here' to create a template from the email
    XS SolarQuotes HubSpot Zapier Parser Template

  8. In the Address field edit the Mailbox name to something more descriptive i.e. <yourbusinessname>solarquotesleads@robot.zapier.com
    XS SolarQuotes HubSpot Zapier Parser Mailbox Email Address

  9. In the Initial Template section, scroll down to *Plain text details:*. 
    Remember this from the SolarQuotes email? We'll use the data in this section.
    XS SolarQuotes HubSpot Zapier Parser Mailbox Details
  10. As you highlight different parts of the text, this name field will pop up:
    XS SolarQuotes HubSpot Zapier Parser Mailbox Higlight Details

  11. Start highlighting the different sections of data. 

  12. Give each highlighted section a descriptive name (lowercase, no spaces or hyphens).
    Below is an example of naming a highlighted section of data.
    XS SolarQuotes HubSpot Zapier Parser Mailbox Naming Highlighted Details

  13. Below is an example when saved
    image-upload (20)

  14. Here are the ones to make sure you highlight and name (in order of when they appear in the Plain Text section):
    1. solarquotesleadreference
    2. solarquotesrequestedquotes
    3. solarquotestimeframeforpurchase
    4. solarquotesaskedforhomevisit
    5. solarquotesquarterlybill
    6. solarquotespricetype
    7. solarquotestypeofroof
    8. solarquoteshowmanystoreys
    9. solarquotessystemsize
    10. solarquotesfeatures
    11. solarquotesstreetaddress (an important note about this one- highlight the entire address, including street address, state, postcode and country.)
    12. solarquotesfirstname
    13. solarquoteslastname
    14. solarquotesemail
    15. solarquotesphone
    16. solarquotesspecialinstructions
    17. solarquotescreatedate

  15. Now if any other emails like this get sent to the inbox, the template will be remembered and those sections can be used as data in a Zapier Zap. i.e. we could send solarquotesreferencenumber to a HubSpot property.

  16. These options can be left as-is:

    XS SolarQuotes HubSpot Zapier Parser Mailbox Settings Options

  17. Once everything is highlighted and named, Click Save Address and Template:XS SolarQuotes HubSpot Zapier Parser Mailbox Save Address

Step 2: Set Up Custom SolarQuotes Properties

Before we build our Zap we will need custom properties in HubSpot to write our SolarQuotes data to.

Some properties will already exist in HubSpot like First and Last Name, Email, Phone Number, etc.

But others like SolarQuotes Reference and How many quotes the contact has asked for won't exist yet.

  1. Create a new Contact Property Group called: SolarQuotes Integration
  2. Create new Contact Properties in the Group (they can all be single line text properties except for the address and special instructions. Make these two multiple line text properties so that all details are parsed properly as per the parser template):
    1. SolarQuotes Lead Reference
    2. SolarQuotes Requested Quotes
    3. SolarQuotes Timeframe For Purchase
    4. SolarQuotes Asked For Home Visit
    5. SolarQuotes Quarterly Bill
    6. SolarQuotes Price Type
    7. SolarQuotes Type of Roof
    8. SolarQuotes How Many Storeys
    9. SolarQuotes System Size
    10. SolarQuotes Features
    11. SolarQuotes Street Address
    12. SolarQuotes Special Instructions
    13. SolarQuotes Create Date

 

Step 3: Set Up a Zap

There are only two required steps in the Zap:

XS SolarQuotes HubSpot Integration Zap Step


  1. Trigger: New Email in Email Parser by Zapier
    XS SolarQuotes HubSpot Integration Trigger

    XS SolarQuotes HubSpot Integration Zap Trigger

    You would enter your specific mailbox name below
    XS SolarQuotes HubSpot Integration Zap App Event

  2. Action: Create or Update Contact in HubSpot

    image-upload (27)

     


    Choose your HubSpot portal

    XS SolarQuotes HubSpot Integration Zap Choose Portal


    Then start mapping data to relevant fields.
    XS SolarQuotes HubSpot Integration Zap Mapping Data

  3. If your new SolarQuotes custom properties aren't appearing, scroll all the way to the bottom of the fields and click 'Refresh fields'

  4. We can now map the parsed data from Zapier Parser to our HubSpot Properties.

    Here's how they map:

    Zapier Parser data name HubSpot Contact Property
    solarquotesleadreference

    SolarQuotes Lead Reference

    solarquotesrequestedquotes

    SolarQuotes Requested Quotes

    solarquotestimeframeforpurchase

    SolarQuotes Timeframe For Purchase

    solarquotesaskedforhomevisit

    SolarQuotes Asked For Home Visit

    solarquotesquarterlybill

    SolarQuotes Quarterly Bill

    solarquotespricetype

    SolarQuotes Price Type

    solarquotestypeofroof

    SolarQuotes Type of Roof

    solarquoteshowmanystoreys

    SolarQuotes How Many Storeys

    solarquotescarmakemodel

    SolarQuotes Car Make/Model

    solarquotesexistingsolarsize

    SolarQuotes Existing Solar Size

    solarquoteshavebattery

    SolarQuotes Have Battery

    solarquotesevinstallationtype

    SolarQuotes EV Installation Type

    solarquotesexistingchargerbrand

    SolarQuotes Existing Charger Brand

    solarquotesdistancebetweenchargerandswitchboard

    SolarQuotes Distance Between Charger and Switchboard

    solarquotessystemsize

    SolarQuotes System Size

    solarquotesfeatures

    SolarQuotes Features

    solarquotesstreetaddress

    SolarQuotes Street Address

    solarquotesfirstname

    HubSpot default First name property

    solarquoteslastname

    HubSpot default Last name property

    solarquotesemail

    HubSpot default Email property

    solarquotesphone

    HubSpot default Phone property

    solarquotesspecialinstructions

    SolarQuotes Special Instructions

    solarquotescreatedate

    SolarQuotes Create Date

  5. You can also map other fields like Lead Source = SolarQuotes, or any other custom fields you would like to add at this stage via the Zap step.

Step 4: Test the Zap

Turn the Zap on and forward a SolarQuotes lead email to the Mailbox.

You can check the Zap History to see if it worked.

You can also check in HubSpot to see if the contact was created.

Check the contact has all the required data from SolarQuotes in the custom properties you created.

 

Step 5: Set up email forwarding rules

In Step 1, you should have identified where the SolarQuotes lead email was being sent originally. Most likely to your email or sales@ or info@.

We need to set up a forwarding rule in that email inbox.

If a lead email comes in from SolarQuotes, we want to automatically forward it to our Mailbox (the one you named in Step 1): <yourbusinessname>solarquotesleads@robot.zapier.com

 

Create a new section in the Contact left-hand sidebar for SolarQuotes information.

Add all your SolarQuotes custom properties here.

If you can't add a new section (lower HubSpot tiers) just add these to the existing "About this contact" section.

 

You will want to monitor the mailbox and zaps for a while. If there are any errors that occur, create more templates in Zapier Parser. The more templates, the smarter the Parser tool gets.

 

Want To Chat About Automation?

Ready To Chat About The Best HubSpot Plan For Your Solar Business?All of this information might seem overwhelming at first, but you don’t need to try to remember how to do it all. Just remember what’s possible. If you would like to explore automation further please reach out! 

👉🏻 Book some time with us for a chat today.   

 

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Automation Solutions To Replace Manual, Repetitive Tasks

Evaluating The Tech Stack Your Solar Company Uses

Which HubSpot Plan Is Best For Solar Companies?

17 Reasons Why Solar Dealers Need HubSpot

Scale Your Solar Business

 

 

 

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