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Sales — MySalesHub — Create Orders and Add Custom Products

How to set up a deal profile, build the product list, and handle custom items correctly in MySalesHub.

Audience

  • Sales reps creating new quotes and orders in MySalesHub.

  • Sales managers training new reps on proper order intake.

Purpose / When to use this

Use this article whenever you are building a new order in MySalesHub.
It explains how to set up the customer profile, build the product list by vendor and color, and add custom products or vendors so the build and delivery teams get clean, usable data.

1. Core philosophy: “Clean data in, clean data out”

  • All order entry happens in MySalesHub, not by free-typing products into HubSpot.

  • MySalesHub forces structured entry so downstream:

    • Build and Delivery sheets are accurate.

    • Vendor Order Tickets reflect the real order.

  • The way you enter data here directly affects how well the warehouse and delivery teams can execute.

KEY IDEA: If the order is messy here, it will be messy everywhere downstream. Take your time and enter it cleanly.

2. Screen 1 — Create the profile

Start by building the foundation of the deal.

2.1 Required customer information

On Screen 1 – Create Profile:

  • Enter the customer’s:

    • Name

    • Phone number

    • Email address

  • Select the store location.

  • Assign the correct Sales Rep if not yourself.

2.2 Job naming convention

  • MySalesHub automatically sets the Deal Name using the standard format:

    • Customer Last Name, Customer First Name

  • Use this Deal Name when:

    • Searching for the deal in MySalesHub.

    • Searching in HubSpot for the associated deal and tickets.

REMINDER: Do not change the job naming convention. Consistent names make it much easier to find jobs across systems. If a customer has multiple deals, adjust the naming convention accordingly.

3. Screen 2 — Build your product list

On Screen 2 – Product Selection, you build the core of the order.

3.1 Filtering by vendor and color

  • Use the dropdowns to select:

    • Vendor

    • Color

  • The product search bar will then show only products that match your chosen vendor and color.

  • This keeps the product list clean and minimizes SKU mistakes.

3.2 Adding products

  • Use the filtered search to find and add items:

    • Select the correct SKU.

    • Confirm quantity and any relevant options.

  • You can add multiple vendors to the same order:

    • Click Add New Vendor at the bottom.

    • Each vendor appears in its own section with its own filters.

TIP: Grouping items by vendor and color makes future changes and vendor ordering much easier.

4. Adding custom products (Off-Menu Rule)

Use custom products when a needed item is not already in the standard MySalesHub catalog.

4.1 When to create a custom product

  • The customer selects an item that:

    • Is not loaded into the standard catalog, or

    • Has unique attributes not represented by existing SKUs.

Do not try to “approximate” it with a similar SKU. Use a custom item.

4.2 Scenario A — Known vendor, missing product

Use this when you know which vendor will supply the product, but it isn’t in the system.

Steps:

  1. In the vendor dropdown, select the correct vendor.

  2. Click Add Custom Item (lower right-hand side of the product entry area).

  3. Enter all required specifications:

    • Color Name

    • Product Name

    • Price

    • Product Type

    • Assembly Fee (Yes/No)

    • Hinge Specification (Left, Right, or Undefined)

This text will print exactly as entered on the final Build and Delivery sheets.

4.3 Scenario B — Custom vendor (vendor unknown or off-catalog)

Use this when the vendor is not yet in the standard vendor list.

Steps:

  1. In the vendor dropdown, select Custom Vendor.

  2. Type the Vendor’s Name.

  3. Enter the same required specifications as above:

    • Color Name

    • Product Name

    • Price

    • Product Type

    • Assembly Fee (Yes/No)

    • Hinge Specification (Left, Right, or Undefined)

IMPORTANT: Be highly descriptive. Whatever you type into a custom item will appear verbatim on BLD/DEL sheets. Missing details here create confusion for build and delivery.

5. Best practices for notes and descriptions

When adding items (especially custom ones):

  • Use clear, standardized naming:

    • “Base 30 2-Drawer” instead of “Cabinet”.

  • Include critical options:

    • Hinge side, finish, special hardware.

  • Use item notes for:

    • Unique modifications.

    • Customer-specific instructions that build/delivery need to see.

TIP: Pretend you are writing instructions for someone who has never met the customer. If your notes make sense to them, they’re likely good enough.

6. Relationship to downstream steps

The way you build the order in MySalesHub directly feeds:

  • Contracts and Payments:

    • Totals and line items appear on the contract.

    • Discounts and taxes rely on correct pricing.

  • Double Check QA:

    • Reviewers compare your entries to vendor carts and design docs.

  • Fulfillment:

    • BLD/DEL sheets print from these line items.

    • Vendor Order Tickets are generated by vendor and SKU.

This article works together with:

7. Common mistakes to avoid

  • Using the wrong vendor or color filter:

    • Leads to incorrect SKUs and vendor tickets.

  • Skipping required details on custom items:

    • Leaves build and delivery guessing on color, size, or hardware.

  • Cramming multiple items into one custom line:

    • Makes BLD/DEL sheets hard to interpret and can break counts.

REMINDER: When in doubt, split complex items into clear, separate lines instead of one vague custom line.