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Connect HubSpot and QuickBooks Online

Last updated: May 23, 2024

Available with any of the following subscriptions, except where noted:

All products and plans

Connect your HubSpot account to QuickBooks Online with data sync. After connecting your accounts, you can sync contacts and products between the two systems, and can sync invoices from Quickbooks Online to HubSpot. You can also see payment details on the deal record timeline. 

HubSpot requirements

Connect the app

  • In your HubSpot account, click the Marketplace icon marketplace in the top navigation bar, then select Template Marketplace.
  • Search for QuickBooks Online, and select it in the results.
  • Enter your QuickBooks Online login details and click Install app
Please note:

Configure your sync settings

To turn on data sync:

  • In your HubSpot account, navigate to Reporting & Data > Integrations.
  • Click QuickBooks Online.
  • Click Set up your sync.
  • On the Choose an object to sync page, click the object you want to sync between HubSpot and QuickBooks Online. You can sync the following objects:
HubSpot   QuickBooks Online
Contact Customer
Product Products & Services
Invoice Invoice

On this page, you're able to customize your sync settings. Learn more about what fields map between HubSpot and QuickBooks Online, and check out HubSpot's recommended filters for the QuickBooks Online data sync integration. 

Once the sync is turned on, data will automatically sync between the two systems. After the initial sync is complete, records will sync within 10 minutes of a change. 

To turn off data sync:

  • In your HubSpot account, navigate to Reporting & Data > Integrations.
  • Click QuickBooks Online.
  • Hover over the object sync you want to turn off, then click More and select Turn off sync.

quickbooks-turn-off-sync

This will prevent records from syncing between HubSpot and QuickBooks Online. Once the sync is turned off, you can click Edit sync settings to turn it on again. Or, click Delete sync to delete the sync.

Please note: this app does not write data to Accounting deal property group. It is recommended to use the invoice object when creating reports and triggering workflows if you have this app connected. 

Recommended sync filters

When setting up the sync between HubSpot and QuickBooks Online, you're able to set filters for various objects to ensure that the right data syncs between the two systems. Below are HubSpot's recommended sync filters:

  • Contacts: it's recommended to set up a two-way sync with the following filters to prevent unnecessary contacts from syncing from HubSpot to QuickBooks Online:
    • QuickBooks Online → HubSpot: use the default All customers filter.
    • HubSpot → QuickBooks Online: in the first filter group, set the filters to Invoice status is none of Draft and Create date is after [today's date] and Invoice source is any of HubSpot. Then, add another OR filter group, and set the filters to Object create date/time is equal to [today's date] and Processor is any of HubSpot Payments or Stripe.

      hubspot-qbo-contact-create-rules
  • Invoices: it's recommended to set up a one-way sync from QuickBooks Online to HubSpot with Created time is after [today's date at 12:00 AM] filter. The date should be set to the current day.

    quickbooks-online-data-sync-invoices-filter
  • Products: set up a one-way sync from QuickBooks Online to HubSpot with the default (All products & services) filter.

    quickbooks-data-sync-products

Set the display name on customers

Customers synced from HubSpot to QuickBooks Online will have the associated company record's name set as the Display Name. If the contact has no associated company in HubSpot, the Display Name in Quickbooks will default to using the First Name and Last Name properties. 

To modify this:

  • In your HubSpot account, navigate to Reporting & Data > Integrations.
  • Click QuickBooks Online.
  • Click Contact sync.
  • On the Configure screen, in the Mapped fields section, click to toggle the Display Name ← Associated Company Name field mapping switch off. 

View the invoice object

Invoices synced from or manually added to HubSpot from QuickBooks Online can be viewed in HubSpot’s invoice object. You can also create custom invoice object properties. To view the invoice object:

  • In your HubSpot account, navigate to CRM > Contacts.
  • In the upper left, click Contacts. In the dropdown menu, select Invoices. This will bring you to your invoice index page.

Invoices synced from QuickBooks Online will not be automatically associated to a HubSpot seal record. 

To create custom invoice object properties:

  • In your HubSpot account, click the settings settings icon in the top navigation bar.
  • Click Properties.
  • Click the Select an object dropdown menu and select Invoice properties.
  • Then, create your properties.

The invoice object can be used to segment contacts, trigger workflows, and create custom reports.

Please note: when syncing multiple invoices to HubSpot to the same deal record, the properties above will be updated by the most recently updated invoice in Quickbooks.

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