How to Connect Hubspot Sales Data to ACH Payments with an API

Linking your sales data in Hubspot to an Automated Clearing House (ACH) payment workflow lets you turn closed deals into cash faster, with fewer manual steps and errors. By understanding how ACH works and how to connect it to your CRM through APIs and webhooks, you can automate invoicing, cash application, and reporting across your revenue operations.

What Is ACH and Why It Matters for Hubspot Workflows

Automated Clearing House is a U.S. electronic funds transfer network used to move money between bank accounts. It powers familiar use cases such as payroll direct deposits and online bill payments. For a sales organization managing its pipeline in a system like Hubspot, ACH becomes the payment rail that turns signed agreements into collected revenue.

ACH offers benefits including:

• Lower transaction fees than many card payments
• Predictable settlement windows for cash planning
• Support for recurring billing and subscription models
• Batch processing for high-volume transactions

When your payment flows are synchronized with customer and deal data, your team gains real-time visibility from initial contact through to funds received.

ACH Basics to Align with Hubspot Data

Before connecting payments to your CRM, it helps to understand key ACH concepts and how they map to records you track in a system like Hubspot.

Common ACH Use Cases in Sales Processes

Typical ACH scenarios you may want to connect to deals and quotes include:

• One-time B2B invoice payments for large contracts
• Subscription or retainer billing on a monthly or quarterly schedule
• Usage-based billing triggered by metered services
• Payment plans for multi-phase projects

All of these can be represented in your CRM through objects such as companies, contacts, quotes, and deals, then passed into your payment service through APIs.

Key ACH Transaction Types

Two categories matter most in a sales-to-cash workflow:

• ACH credit: The payer instructs their bank to send funds. This is often used when a customer pays an invoice from their portal or bank.
• ACH debit: The payee pulls funds from the customer’s account after proper authorization. This is common in subscriptions and recurring billing.

Understanding which flow you use affects how you request authorization, schedule debits or credits, and handle exceptions.

Typical ACH Processing Timeline

ACH is not instant. Settlement times depend on your bank, cut-off times, weekends, and holidays. Common timelines include:

• Standard ACH: 2–3 business days
• Same-day ACH: Same business day, with cut-off constraints and potential higher fees

When building reporting dashboards tied to deals, keep this delay in mind so your Hubspot views correctly reflect payment status versus merely payment initiation.

Key Players in an ACH Payment Setup

An ACH integration touches several entities that must be reflected in your data model and automation design:

• Originator: The business initiating the payment. In a B2B sale, this is typically your company.
• Receiver: The customer whose account is credited or debited.
• Originating Depository Financial Institution (ODFI): The originator’s bank that sends transactions into the network.
• Receiving Depository Financial Institution (RDFI): The receiver’s bank that posts the transaction.
• ACH Operator: An intermediary (such as the Federal Reserve) that routes transactions between banks.

Your payment provider or bank platform usually exposes an API that abstracts much of this complexity. Your CRM integration needs to send structured data and then consume responses and webhooks for statuses.

Designing a Hubspot-Centric ACH API Flow

To link your CRM to your payment rails, you can design a workflow where Hubspot is the system of record for customer and deal context, while your payment platform is the system of record for transaction execution. The integration connects them through APIs, secure token storage, and event notifications.

Core Data You Need from Hubspot

For each transaction, you will typically need to pass at least the following from your CRM into your payment system:

• Customer identifiers (contact ID, company ID, and any external account ID)
• Bank account details captured via a secure, PCI-compliant flow (often through a hosted form or tokenization service)
• Deal or quote ID and associated amount, currency, and payment terms
• Metadata for reconciliation, such as PO numbers or internal references

Do not store raw bank account details directly in your CRM. Instead, store tokens or references returned by your payment provider.

Example ACH API Workflow Using CRM Data

1. Capture authorization: Use your payment platform’s hosted forms or widget to collect and tokenize bank details.
2. Create or update a contact: Ensure the customer record in your CRM includes the token and external customer ID from the payment platform.
3. Trigger a payment: When a deal moves to a “closed won” stage, call the ACH API to create a transaction referencing the CRM deal ID and stored token.
4. Monitor status: Subscribe to webhooks from your payment provider to receive updates such as pending, posted, returned, or failed transactions.
5. Sync back to CRM: Update custom properties or timeline activities in your CRM to show payment state, dates, and amounts.

This structure lets sales, finance, and operations teams all see the same status from one place.

How to Implement the Hubspot and ACH API Integration

Implementation details vary by payment provider, but a general step-by-step framework applies. This framework helps you bridge Hubspot data with your ACH processing platform in a secure, scalable way.

Step 1: Choose Your ACH-Capable Payment Platform

Factors to consider include:

• Support for ACH credit, debit, or both
• Clear API documentation and SDKs
• Webhook support for real-time notifications
• Hosted or embedded forms for secure bank data collection
• Reporting features for reconciliation and dispute handling

Many organizations work with implementation partners to design this architecture. A specialist such as Consultevo can help align payment and CRM systems.

Step 2: Map CRM Objects to Payment Objects

Define how each CRM record maps to your payment system:

• Contact or company → Customer or account in the payment platform
• Deal or quote → Invoice, payment intent, or order
• Custom properties → Payment terms, schedule, and billing preferences

Create and document this mapping so developers and admins can maintain it over time.

Step 3: Set Up Secure Bank Data Collection

To stay compliant and secure:

• Use hosted payment pages or embedded forms from your payment provider, not generic web forms.
• Tokenize bank details immediately; never log or store raw account numbers in your CRM.
• Associate the resulting token with the relevant contact and company records.

Once this is in place, sales and billing teams can initiate payments using only internal references and tokens.

Step 4: Build API Calls from CRM Triggers

Common ways to trigger ACH API calls from CRM events include:

• When a deal moves to a “won” stage
• When a quote is accepted
• When a renewal date is nearing

Your integration service or middleware can listen for these events, then call the ACH API to create payments, payment schedules, or mandates. Include references such as deal ID and customer ID so future webhooks can be accurately matched.

Step 5: Handle Webhooks and Exceptions

ACH transactions can be returned or rejected. You should:

• Subscribe to webhook events from your payment platform for all relevant statuses.
• Log events to an integration database or middleware.
• Update CRM fields or activities on the relevant contact, company, or deal.
• Notify internal teams when returns or failures occur so they can follow up with the customer.

This closes the loop between your payment operations and your front-office teams.

Best Practices and Reference for ACH and Hubspot Integrations

Some additional practices to keep your integration reliable and scalable include:

• Separating sandbox and production environments for both CRM and payment systems
• Using idempotent API calls to avoid duplicate transactions during retries
• Implementing robust logging and monitoring for integration events
• Documenting field mappings and workflows for future admins and developers

For a deeper technical dive into ACH APIs and how they work, including code-level examples and architectural guidance, review the original resource on the ACH API guide.

By thoughtfully connecting your CRM data with a modern ACH-capable payment platform, your organization can streamline sales-to-cash processes, reduce manual work, and give every team a clear, unified view of customer payments.

Need Help With Hubspot?

If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.

Scale Hubspot

“`