Connect HubSpot and QuickBooks Online

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

Integration requirements

• You must be a super admin or have App Marketplace permissions in your HubSpot account.
• You need at least Operations Hub Starter to create any custom field mappings.

Connect the integration

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

Configure your sync settings

To turn on data sync:

• In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
• 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:

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. 

You can also customize your sync settings. Learn more about what fields map between HubSpot and QuickBooks Online. 

To turn off data sync:

• In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
• Click QuickBooks Online
• Click Actions on the object sync you want to turn off > 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. 

Sync invoices from HubSpot to QuickBooks Online

Data sync currently only supports an automatic one-way sync of invoices from QuickBooks Online to HubSpot. To sync invoices from HubSpot to QuickBooks Online, use the Create an invoice action in a HubSpot workflow. 

Learn more about the other available QuickBooks Online workflow actions. 

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 Contacts > 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 also appear on the Invoice card on a deal record. 

To create custom invoice object properties:

• In your HubSpot account, click the settings icon in the main 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.

Use invoice properties in workflows and reports

When the QuickBooks Online integration is installed, you can create workflows using the new invoice deal properties listed below. For example, create a workflow that sends a follow-up email to customers who have not paid their invoice by their due date. Or, build a workflow that sends a Slack message to your team each time you collect a payment. 

New deal properties include:

• Invoice amount billed
• Invoice recipient
• Invoice number
• Invoice status 
• Invoice due date

Use the new invoice deal properties to create custom reports so you have full visibility into the income your team is generating for the business. 

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.