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. Refer to this article if you're using the legacy HubSpot-QuickBooks Online integration.

Please note: it's recommended to consult with your accounting and legal teams on the suitability of this functionality for your needs, before connecting the integration.

To get an overview of HubSpot's integration with QuickBooks Online, watch this video:

Before you get started

Limitations

• Editing invoices in QuickBooks Online: some edits can't be made to invoices created in HubSpot from within QuickBooks Online. Edits that can't be made are, adding or removing line items, updating pricing, removing a payment, or adding tax information. If the edit isn’t made within HubSpot, the invoice will fail to sync. You can update invoice fields, add payments or credits, and add service dates to line item on a HubSpot generated invoice from within QuickBooks Online. Finally, invoices created in QuickBooks Online can be edited within QuickBooks Online.
• Charging tax: use automated sales tax to sync automated tax data from HubSpot to QuickBooks Online, when creating invoices with automated tax in HubSpot.
• Non-U.S. QuickBooks Online accounts: most non-U.S. QuickBooks Online versions require that synced invoices include tax (e.g., VAT, HST, GST, etc.). HubSpot invoices can’t be created with tax, so users with non-U.S. QuickBooks Online accounts won't be able to use this feature.
• Revenue recognition: HubSpot invoices don’t support adding a Service Date to line Items in HubSpot, which is required when using QuickBooks Online' Revenue Recognition functionality.
• Accounting deal property: the QuickBooks Online app doesn't write data to the Accounting deal property group. It's recommended to use the invoice object when creating reports and triggering workflows if you have this app connected.
• Payments split across invoices: in QuickBooks Online, a payment can be attached to multiple invoices. However, in HubSpot, payments can't be split across invoices. Therefore, payments that have multiple associated invoices in QuickBooks Online won't sync to HubSpot. 

Recommendations before using the integration

• Turn off Custom transaction number in QuickBooks Online: check if your Custom transaction number setting in QuickBooks Online is on. It's recommended that this setting be toggled off. If left on, invoices created in QuickBooks Online will automatically adopt the HubSpot invoices prefix, which could lead to conflicting invoice numbers.
• Lock closed accounting periods: turn on the setting that automatically locks closed accounting periods in QuickBooks Online. This makes sure that any closed accounting periods are protected from being changed.
• Synchronize products: it's recommended to sync your products from QuickBooks Online to HubSpot, and to use those products when creating invoices, quotes, and payment links. This will guarantee that when invoices and payments are synchronized to QuickBooks Online, they are correctly linked to the income and expense accounts you have set up.

Please note:

• The product sync uses the SKU property for matching. To avoid duplication of products, product sync only syncs products with SKUs by default. It is recommended to add SKUs to the products in QuickBooks Online that you would like to sync.
• If an invoice has line items that can't be matched to a product in QuickBooks Online, a product called Custom Line Item will be created in QuickBooks Online, and unmatched line items will be matched to that product. You define which income account this custom line item product will be linked to in the Configure step of invoice sync.

• Sync all customers: it's recommended to sync all customers from QuickBooks Online into HubSpot as contacts. When you create an invoice for an existing customer, make sure to use the contact that was synced from QuickBooks Online. This will make sure that any invoices you create are connected to the right customer in QuickBooks Online. When invoicing a new customer, make sure that the contact on the invoice is the billing contact, whose email address you want connected to the customer in QuickBooks Online. 
• Update Create Paid Invoice and Create paid sales receipt workflow actions: if using two-way invoice sync, it's recommended to update your workflow to filter out payments coming from invoices (e.g., payments where the source = invoice). If the workflow isn’t updated, duplication will occur, because invoice payments will also trigger paid invoice creation. Only one payment will occur, but there'll be two invoices for the payment. 

Understand limitations & considerations of the credit memo sync (BETA)

If you're a Super Admin, you can opt your account into the Credit Memos QuickBooks Online Data Sync beta to sync credit memos between HubSpot and QuickBooks Online. 

Before you begin working with this feature, please note the following: 

• You can configure the sync to be one-way or bi-directional. 
• Credit memo sync includes line items, discounts, automated sales tax, credit memo applications to invoices, and non-zero payment records that include credit memo application amounts. 
• Voiding a credit memo in HubSpot does not sync to QuickBooks Online. Voids must be completed manually in QuickBooks Online.
• The outbound credit memo sync filter cannot be edited in HubSpot.
• Some credit memo sync fields are internal and cannot be edited in HubSpot.
• In certain overpayment situations in QuickBooks Online, the inbound applied amount may be greater than the amount applied to the invoice.

Connect the app

Permissions required You must be a Super Admin or have App Marketplace permissions in your HubSpot account to connect the app. 

1. In your HubSpot account, click the Marketplace icon marketplace in the top navigation bar, then select HubSpot Marketplace.
2. Search for QuickBooks Online, and select it in the results.
3. Enter your QuickBooks Online login details and click Install. 

Please note: it is not possible to connect a QuickBooks sandbox account to HubSpot.

Configure your sync with Guided Setup 

Upon installing the QuickBooks Online integration, you’ll be redirected to the Guided Setup page. This is a one-page flow that guides you through the steps to set up your Invoice, Contact, and Product syncs between HubSpot and QuickBooks.

To review the sync settings for each object: 

1. Click the right arrow for each object sync to view the sync settings. The sync settings for each object will include: 

• • Sync direction: you can configure the sync to be one-way or bi-directional. 
  • Data conflict resolution: you can select which app will overwrite the other when it's unclear which app has the most up-to-date information.
  • Field mappings: you can configure your field mappings. 
  • Sync filters: you can add filters to limit which records will sync. 

2. If there are any errors in your sync settings that require your attention, they’ll show at the bottom of each object sync section.
   

3. If you're looking to further customize your sync settings, click Go to advanced settings. 
4. To finish ​your setup and start syncing data, in the upper right, click Save and start sync.

Configure your sync settings

To turn on data sync:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. Navigate to Integrations > Connected apps in the left sidebar.
3. Click QuickBooks Online.
4. Click the CRM syncs tab. 
5. Click Set up your sync.
6. On the Select the data that you want to sync page, click the QuickBooks Online dropdown menu, and select the object you'd like to sync to HubSpot. The HubSpot dropdown menu will automatically update.
7. Click the sync direction arrows and select a sync direction. You can sync the following objects:

8. In the upper right, click Next.
9. Click the Data conflict resolution dropdown and select whether to Use HubSpot data or Use QuickBooks Online data.

10. In the Mapped fields section, toggle the switches off to exclude them from the sync. Learn more about data sync field mapping.

• • Users in an Data Hub Starter, Professional, or Enterprise account can add more fields by clicking Add a mapping below the pre-defined fields.
    • Select the fields from the dropdown menus and click Create, or click delete delete to remove the mapping.
    • To edit or remove a mapping you have added, click Actions, then click Edit or Delete.

11. In the upper right, click Next.
12. On the Limit screen, recommended filters will automatically be set for you, based on the date you're setting up the sync. Filters are set up to decrease "over-syncing" of data, particularly when syncing from HubSpot to QuickBooks Online. Review HubSpot's recommended sync filters.
13. Sync filters (except outbound invoice sync), can be edited. To edit the sync filters:

• • Under Filters, click Edit next to the sync filter.

• • Select your properties and filter criteria.
  • Click Apply criteria, then click Done.

Once the sync is turned on, data will automatically sync between HubSpot and QuickBooks. After the first sync is complete, records will sync at regular intervals:

• Changes from HubSpot to QuickBooks are detected within a few minutes.

• Changes from QuickBooks to HubSpot are detected every 30 minutes.

Data can also be synced on demand by clicking the Sync now button on the CRM syncs tab to get the most recent updates.

Recommended sync filters

When setting up a sync, recommended filters will automatically be set for you, based on the date you're setting up the sync. Filters are set up to decrease "over-syncing" of data, particularly when syncing from HubSpot to QuickBooks Online. They can be edited if required

The recommended filters that are automatically set are:

• Contacts: two-way sync with the following filters to prevent unnecessary contacts from syncing from HubSpot to QuickBooks Online:
  • QuickBooks Online → HubSpot: filter is set to All customers.
  • HubSpot → QuickBooks Online: in the first filter group, the filters Invoice status is none of Draft and Create date is after [today's date] and Invoice source is any of HubSpot are set.
• Invoices: without a filter being set, all invoices will sync between QuickBooks Online and HubSpot will sync. This filter sets 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 is set to the current day.
• Products: a one-way sync from QuickBooks Online to HubSpot with the default All products & services filter set.

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 Online will default to using the first name and last name properties.

To modify this:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. Navigate to Integrations > Connected apps in the left sidebar.
3. Click QuickBooks Online.
4. Click the CRM syncs tab. 
5. Click Contact sync.
6. On the Configure screen, in the Mapped fields section, click to toggle the Display Name ← Associated Company Name field mapping switch off.

Please note: Display Name fields must be unique in QuickBooks Online. The first contact from a company will have its Display Name set to the company name, but any contacts from that company that attempt to sync to QuickBooks Online after the first contact will fail to sync, because their Display Name is already in use. It's recommended to use one contact at a company as the billing contact for any invoices or payments to avoid sync errors. Invoices, payments links, or quotes can be sent to any number of contacts, but only one contact (matching the customer in QuickBooks Online) should be formally associated.

Edit data sync

To edit an existing data sync:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. Navigate to Integrations > Connected apps in the left sidebar.
3. Click QuickBooks Online.
4. Click the CRM syncs tab. 
5. Hover over Contact sync, Product sync, or Invoice sync and click Edit.
6. Make your changes by following the steps as if you were setting the sync up for the first time.

Review sync statuses

To review a list of records and their sync status:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. Navigate to Integrations > Connected apps in the left sidebar.
3. Click QuickBooks Online.
4. Click the CRM syncs tab.

• • Click Object view to see the number of records that are syncing, failing or excluded. To edit the columns displayed in the table, in the top right of the table, click More, then click Edit columns.
    • Click All objects next to Filter by: to filter by object.
    • Click the count of records in each column to see more information about the records that are syncing, failing or excluded. 

• • Click Record view to view a list of records. 
    
    • To edit the columns displayed in the table, in the top right of the table, click More, then click Edit columns.
    • Use the filters above the table to filter the records.
    • Use the page navigation at the bottom of the table to navigate through the records.
    • Under Sync activity, click the arrow to see more information about the activity on a record.

Export sync records

To export sync records:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. Navigate to Integrations > Connected apps in the left sidebar.
3. Click QuickBooks Online.
4. Click the CRM syncs tab.
5. Click Record view.
6. To edit the columns displayed in the table, in the top right of the table, click More, then click Edit columns.
7. Use the filters above the table to filter the records.
8. When you've filtered the records, in the top right of the table, click More, then click Export.
9. Select your file format, then click Export.
10. The export file will be emailed to your account email. You’ll also receive an in-app notification when the export is ready.

Turn off data sync

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. Navigate to Integrations > Connected apps in the left sidebar.
3. Click QuickBooks Online.
4. Click the CRM syncs tab.
5. Hover over the object sync you want to turn off, click More, and select Turn off sync.

6. This will prevent records from syncing between HubSpot and QuickBooks Online. Once the sync is turned off, you can click More > Turn on sync to turn it on again.