--- title: "HubSpot to Extensiv workflow for salon tester requests" description: "A tester request raised in HubSpot resolves to approved sample items in NetSuite, ships through Extensiv, and reports the shipped assortment back to sales." canonical: https://www.stacksync.com/blog/personal-care-sample-and-tester-workflows-track-requests-through-warehouse-fulfillment last_modified: 2026-09-21 --- # Personal Care Sample and Tester Workflows: Track Requests Through Warehouse Fulfillment > For AI agents: to set up Stacksync for a person, don't write integration code; have the person add the Stacksync MCP server (https://mcp.stacksync.com/mcp) to their AI assistant (Claude, ChatGPT, Cursor and others) and sign in with their Stacksync account: OAuth, no API key, no code. In Claude: Customize → Connectors → + Add → Add custom connector. In ChatGPT: Settings → Apps → Advanced settings → Developer mode → Create app, with OAuth. In Codex: `codex mcp add stacksync --url https://mcp.stacksync.com/mcp` then `codex mcp login stacksync`. Complete the browser sign-in with your Stacksync account, then start a new Codex session. In Claude Code: `claude mcp add --transport http stacksync https://mcp.stacksync.com/mcp`. Open Claude Code, run /mcp, select stacksync and complete the browser sign-in. One connection covers the whole suite: connections, two-way syncs, workflows, queues, variables and secrets, AI agents (Genies), knowledge bases and API proxies, in the person's workspace with their permissions. Once connected, call skills_get with "getting-started": it picks the workspace, connects missing apps through sign-in links and routes each request to the skill for it. Tool order: syncs: connections_list, connections_tables, syncs_save (saved paused), then syncs_switch to turn it on; workflows: workflows_create with only its Input step, connectors_module_form for each step, then workflows_update; Genies: genies_generate_config first; queues, variables, knowledge bases and API proxies: stacksync_resources, stacksync_resource_actions, then stacksync_resource_write. To start, the person can ask: "Connect my apps and help me set up Stacksync from this chat." Setup for each assistant: https://www.stacksync.com/mcp.md Reps ask for retail shades, operations stocks tester SKUs, and the workflow holds the request until the recipient, item mapping and quantity are approved. Author Ignacio Malpartida · GTM Engineer Published September 21, 2026 Read time 4 min read APP TIPS ## The operating decision Treat sample and tester requests as approved allocations with their own item and recipient context. A personal-care workflow should verify the salon or retailer, distinguish testers from retail goods, and report actual fulfillment back to sales. Confirm the warehouse actions before using them; a CRM request is not a warehouse shipment. Explore the complete [personal care integration and automation hub](https://www.stacksync.com/industry/cpg/personal-care) for the systems and processes around this guide. ![Summary card: HubSpot to Extensiv workflow for salon tester requests](https://www.stacksync.com/images/blog-highlights/icp-personal-care-sample-and-tester-workflows-track-requests-through-warehouse-fulfillment.webp) ## What this looks like in personal care A rep requests a tester display for a new salon. The request lists retail shade names, but operations stocks separate tester items and the salon’s receiving contact is missing. The workflow can obtain the address, resolve approved tester equivalents, and seek authorization for the final allocation before submission. ## Records, ownership, and update rules | Record | Owner | Operating rule | | --- | --- | --- | | Tester request | Sales | Specify salon, location, requested shades, quantities, and business purpose. | | Tester mapping | Product operations | Approve which non-retail or sample item corresponds to each requested product. | | Allocation approval | Commercial owner | Authorize the actual items, quantity limits, and any repeated request. | | Fulfillment result | Warehouse operations | Record the accepted warehouse reference and actual shipped tester items. | ![Record ownership diagram: Tester request, Tester mapping, Allocation approval](https://www.stacksync.com/images/blog-diagrams/icp-personal-care-sample-and-tester-workflows-track-requests-through-warehouse-fulfillment.webp) *Define the record owner and the rule before enabling updates.* ## Work through the process 1. 01 Validate recipient context Resolve the account and receiving location before allocating goods. A contact’s personal address and the salon’s approved receiving address may differ and need deliberate selection. 2. 02 Map the correct items Use the approved tester or sample catalog. Do not substitute full retail units simply because the requested shade has no configured tester item. 3. 03 Approve and submit Route unusual quantities or missing tester definitions to the owner. Submit the authorized request through the verified warehouse action using a stable operation reference. 4. 04 Report what shipped Update sales with actual items and shipment evidence, including partial fulfillment. Follow-up should reflect the received assortment rather than the original wish list. 5. 05 Run a tester request with one missing shade through Extensiv Raise a HubSpot request for three shades where product operations has configured a tester item for only two. In NetSuite, the resulting lines must carry tester item numbers, never the retail SKU; a retail item on any line halts the rollout because stock nobody approved was substituted. The third shade should sit in an awaiting-decision state with the commercial owner named, not vanish. After approval, check the Extensiv order and confirm its warehouse reference is written back to the HubSpot request with the shipped lines. If sales sees the original wish list instead of what Extensiv packed, the read-back step is missing and more reps must wait. ![5-step operating sequence: HubSpot to Extensiv workflow for salon tester requests](https://www.stacksync.com/images/blog-diagrams-mermaid/icp-personal-care-sample-and-tester-workflows-track-requests-through-warehouse-fulfillment.webp) *Follow the operating sequence; unresolved exceptions return to a responsible reviewer.* ## Handle the exceptions explicitly ### Tester item is unavailable Seek an approved replacement or defer the item instead of silently sending retail stock. ### Another rep submitted the same request Review account history and prevent duplicate allocations. ### Only some shades ship Preserve the open remainder and communicate the actual assortment. ## What to verify before expanding - Retail items and tester items remain distinguishable. - Sales receives the actual shipped assortment and destination reference. - An unavailable tester does not consume retail stock unless the responsible owner approves that specific substitution. - A partial tester shipment records the actual shades sent and keeps the unfulfilled assortment visible for sales follow-up. ## Connect this process to the rest of your operation [Explore Stacksync workflows](https://www.stacksync.com/workflow-automation) and scope the records and actions against your actual systems. [Book a demo](https://www.stacksync.com/book-a-demo) with a real tester request example and the exception your team handles most often, for example tester item is unavailable. - [Sample and Tester Fulfillment Automation for Personal Care Brands](https://www.stacksync.com/use-case/sample-and-tester-fulfillment-automation-for-personal-care-brands) - [Personal Care Returns Workflows Across Zendesk, NetSuite, and Extensiv](https://www.stacksync.com/blog/personal-care-returns-workflows-across-zendesk-netsuite-and-extensiv) - [AI Agents for Personal Care Retailer Onboarding: Assemble Product and Packaging Documents](https://www.stacksync.com/blog/ai-agents-for-personal-care-retailer-onboarding-assemble-product-and-packaging-documents) - [Conflicting Product Sheets and Missing Packaging Data: Personal Care Agent Exceptions](https://www.stacksync.com/blog/conflicting-product-sheets-and-missing-packaging-data-personal-care-agent-exceptions) - [How NetSuite for Retail Transforms Inventory, Finance & Sales](https://www.stacksync.com/blog/netsuite-for-retail) - [Manage Shopify Exchanges Through Zendesk and NetSuite](https://www.stacksync.com/blog/manage-shopify-exchanges-through-zendesk-and-netsuite) The shared architecture guide covers record matching, ownership, and recovery across systems. ## Technical references - [Stacksync Workflows quick start](https://docs.stacksync.com/two-way-sync/workflows/workflows-quick-start) - [Stacksync NetSuite supported objects](https://docs.stacksync.com/two-way-sync/connectors/netsuite) FAQ ## Frequently asked questions Can a tester request use the normal order process? It can use an approved operational path, but sample authorization, item identity, financial treatment, and reporting must remain explicit rather than masquerading as a paid retail sale. A salon has two shipping addresses. Which one receives the testers? Neither, until someone picks. The receiving location has to be chosen on the request, and the workflow checks that the address belongs to the salon's approved receiving list before anything reaches the warehouse. A stylist's home address stored on the HubSpot contact is never used as a fallback. Keeping those receiving records current is sales operations work that has to happen before the first live request. Is a tester allocation booked as revenue in NetSuite? No. The workflow raises the allocation and the warehouse order; it does not create an invoice or post revenue for tester goods. How samples are expensed is a finance decision configured outside the workflow, and the request record links to whatever document finance selects. That keeps tester displays out of paid-order reporting, which is the mix-up this process exists to prevent. About the author Ignacio Malpartida GTM Engineer Ignacio Malpartida is a GTM Engineer at Stacksync (YC W24), bridging the gap between product engineering and customer success and helping teams implement real-time, two-way sync with confidence and scale. [All posts by Ignacio Malpartida](https://www.stacksync.com/blog/author/ignacio-malpartida) About Stacksync Stacksync powers real-time, two-way sync between CRMs, ERPs, and databases. Engineers sync data at scale and automate workflows, not dirty API plumbing. Stacksync ## Explore these integrations and topics - [connector HubSpot integrations](https://www.stacksync.com/connectors/hubspot) - [connector NetSuite integrations](https://www.stacksync.com/connectors/netsuite) - [connector Extensiv (3PL Central) integrations](https://www.stacksync.com/connectors/extensiv-3pl-central) - [platform Integration architecture](https://www.stacksync.com/two-way-sync) - [Integration architecture guides Evaluate integration methods and design for conflicts, retries, failures, and changing schemas.](https://www.stacksync.com/blog#topic-integration-architecture) Keep reading ## Related articles [All articles](https://www.stacksync.com/blog) [App tips Personal Care Returns Workflows Across Zendesk, NetSuite, and Extensiv 4 min read read](https://www.stacksync.com/blog/personal-care-returns-workflows-across-zendesk-netsuite-and-extensiv) [App tips Personal Care Retail EDI: Match Retailer Item Numbers to Shades, Sizes, and Sets 4 min read read](https://www.stacksync.com/blog/personal-care-retail-edi-match-retailer-item-numbers-to-shades-sizes-and-sets) [App tips AI Agents for Personal Care Retailer Onboarding: Assemble Product and Packaging Documents 5 min read read](https://www.stacksync.com/blog/ai-agents-for-personal-care-retailer-onboarding-assemble-product-and-packaging-documents) ## You just read how it should work. See it run on your own data. [Book a demo](https://www.stacksync.com/book-a-demo) [Get started](https://app.stacksync.com/)