Be mindful when copying Netsuite estimate and sales orders.

When you copy an estimate in NetSuite using the "Make a Copy" action, the integration may sync the new record to an existing HubSpot deal instead of creating a new one. This happens because the HubSpot ID field gets copied along with the estimate data. SyncSmart creates this field for our integration to prevent duplicates in HubSpot, and if the integration sees a HubSpot ID on an incoming Netsuite record, it will sync that data to the corresponding HubSpot record from the ID.

How the issue occurs

Sales reps may at times copy estimates to pre-populate other estimates or Sales Orders, but neglect to delete the HubSpot ID in the copied form.

The HubSpot ID field from the original estimate gets copied to the new form. The integration uses this ID to match records between NetSuite and HubSpot.

When the integration processes the copied estimate, it sees the existing HubSpot ID and assumes this is an update to the existing deal rather than a new record. This causes the integration to update the same HubSpot deal instead of creating a new one and can be particularly noticeable if several copies have occurred.

How to prevent this issue

To ensure copied estimates create new HubSpot deals:

1. After copying an estimate in NetSuite, clear the HubSpot ID field before saving

2. Leave the HubSpot ID field empty (NULL) on the copied form

3. When the HubSpot ID field is empty, the integration will create a new deal in HubSpot

Impact on sales orders

This same issue occurs when you copy an estimate and then convert it to a sales order. The copied HubSpot ID will cause the sales order to sync to the same existing HubSpot deal rather than creating a new one.

Identifying affected records

You can identify records affected by this issue by looking for deals where the "Deal Name" has been updated multiple times, as the integration keeps updating the same deal with information from different NetSuite records that share the same HubSpot ID.