How to automate importing SolarQuotes leads into HubSpot using Zapier

Written by XEN Solar | Feb 27, 2023 10:00:00 PM

This is our process for automating SolarQuotes leads into HubSpot.

Step 1: Set Up Email Parser

Create a Zapier account if you don't already have one: https://zapier.com/
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/
Create a Zapier Parser Mailbox - it will give you a default mailbox email address i.e. pe4l2mqm@robot.zapier.com

Click into the Mailbox and it should look like below (no emails).
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).
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:

There is a plain text section at the end of the email, we'll use this in Zapier Parser later:

Example of forwarding the email to the Zapier Parser Mailbox:
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!
Now click on 'template' under the email and click on 'Click here' to create a template from the email
In the Address field edit the Mailbox name to something more descriptive i.e. <yourbusinessname>solarquotesleads@robot.zapier.com
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.
As you highlight different parts of the text, this name field will pop up:
Start highlighting the different sections of data.
Give each highlighted section a descriptive name (lowercase, no spaces or hyphens).
Below is an example of naming a highlighted section of data.
Below is an example when saved
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
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.
These options can be left as-is:
Once everything is highlighted and named, Click Save Address and Template:

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.

Create a new Contact Property Group called: SolarQuotes Integration
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:

Trigger: New Email in Email Parser by Zapier

You would enter your specific mailbox name below
Action: Create or Update Contact in HubSpot

Choose your HubSpot portal

Then start mapping data to relevant fields.
If your new SolarQuotes custom properties aren't appearing, scroll all the way to the bottom of the fields and click 'Refresh fields'

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

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?

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.