Last updated: September 27, 2024
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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 are using the legacy HubSpot-QuickBooks Online 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. 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. Finally, invoices created in QuickBooks can be edited within QuickBooks.
- Charging tax: it isn't possible to charge taxes on invoices in HubSpot. If tax is needed on an invoice, it's recommended that the invoices are created in QuickBooks and synced to 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' 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.
Recommendations before using the integration
- Turn off Custom transaction number in QuickBooks Online: check if your Custom transaction number setting in QuickBooks is on. It's recommended that this setting be toggled off. If left on, invoices created in QuickBooks 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. This makes sure that any closed accounting periods are protected from being changed.
- Synchronize products: it's recommended to sync your products from QuickBooks 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, 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 that you would like to sync.
- If an invoice has line items that can't be matched to a product in QuickBooks, a product called Custom Line Item will be created in QuickBooks, 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. This will make sure that any invoices you create are connected to the right customer in QuickBooks. 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.
- 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.
Connect the app
To connect the app, you must be a Super Admin or have App Marketplace permissions in your HubSpot account.
- In your HubSpot account, click the Marketplace icon in the top navigation bar, then select App Marketplace.
- Search for QuickBooks Online, and select it in the results.
- Enter your QuickBooks Online login details and click Install app.
Please note: it is not possible to connect a
QuickBooks sandbox account to HubSpot.
Configure your sync settings
To turn on data sync:
- In your HubSpot account, click the settings icon in the top navigation bar.
- Navigate to Integrations > Connected apps in the left sidebar.
- Click QuickBooks Online.
- Click Set up your sync.
- 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.
- Click the sync direction arrows and select a sync direction. You can sync the following objects:
| HubSpot | QuickBooks Online | |
| Contact | ⇔ | Customer |
| Product | ⇔ | Products & Services |
| Invoice | ⇔ | Invoice |
Please note:
- When an invoice is synced from QuickBooks to HubSpot, the invoice will be associated to the primary company of the contact on the invoice. If a contact has more than one company associated to it in HubSpot, the primary company will be associated to the invoice. If the contact has no company associated, no company will be associated with the invoice. Once a company has been associated, it can be manually updated.
- When a paid invoice is synced from HubSpot to QuickBooks, the associated processing fees for your chosen payment processor in HubSpot, either Stripe or HubSpot payments, will not create an accounting expense in QuickBooks automatically. To account for this, you can create a report of all invoices and payments received, and sum the Processing fees and Platform fees properties, then enter the total amount as an expense in QuickBooks.
- Customers synced from HubSpot to QuickBooks 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. Learn how to modify this.
- For two-way syncing invoices, updates to mapped properties can only be synced to QuickBooks if the invoice was created in HubSpot and synced to QuickBooks.
- In the upper right, click Next.
- Click the Data conflict resolution dropdown and select whether to Use HubSpot data or Use QuickBooks Online data.
- 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 Ops 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 to remove the mapping.
- To edit or remove a mapping you have added, click Actions, then click Edit or Delete.
- Users in an Ops Hub Starter, Professional, or Enterprise account can add more fields by clicking Add a mapping below the pre-defined fields.
Please note:
- For a QuickBooks Online custom field to be available to HubSpot for creating custom invoice field mappings, within QuickBooks, the custom field type must be Text and Number, in the Transaction category, be Print Enabled, and be turned on for all Sales Forms, which includes invoices, estimates, and sales receipts.
- Once a custom field mapping is set up and the sync is enabled, matching invoices, including historical invoices, will sync.
- Only the first three custom invoice fields created in QuickBooks are visible. See the QuickBooks API documentation for more information.
- In the upper right, click Next.
- On the Limit screen, recommended filters will automatically be set for you, based on the date you are 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.
- Sync filters (except outbound invoice sync), can be edited. To edit the sync filters:
- Under Filters, click Edit next to the sync filter.
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- Select your properties and filter criteria.
- Click Apply criteria, then click Done.
Once the sync is turned on, data will automatically sync between the two systems. After the first sync is complete, records will sync within 10 minutes of a change.
Recommended sync filters
When setting up a sync, recommended filters will automatically be set for you, based on the date you are 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 will default to using the first name and last name properties.
To modify this:
- In your HubSpot account, click the settings icon in the top navigation bar.
- Navigate to Integrations > Connected apps in the left sidebar.
- 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.
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) should be formally associated.
Edit data sync
To edit an existing data sync:
- In your HubSpot account, click the settings icon in the top navigation bar.
- Navigate to Integrations > Connected apps in the left sidebar.
- Click QuickBooks Online.
- Hover over Contact sync, Product sync, or Invoice sync and click Edit.
- 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:
- In your HubSpot account, click the settings icon in the top navigation bar.
- Navigate to Integrations > Connected apps in the left sidebar.
- Click QuickBooks Online.
- On the Sync overview 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.
- Clicking a number next to a record will open a side panel to review the records.
- On the Sync overview 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.
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- For failing sync records, hover over the information icon under Error Category to see an explanation on why the invoice is failing to sync.
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- 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.
- Click Record view to view a list of records.
Export sync records
To export sync records:
- In your HubSpot account, click the settings icon in the top navigation bar.
- Navigate to Integrations > Connected apps in the left sidebar.
- Click QuickBooks Online.
- Click Record view.
- 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.
- When you have filtered the records, in the top right of the table, click More, then click Export.
- Select your file format, then click Export.
- 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 or delete data sync
- In your HubSpot account, click the settings icon in the top navigation bar.
- Navigate to Integrations > Connected apps in the left sidebar.
- Click QuickBooks Online.
- Hover over the object sync you want to turn off, click More, and select 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.
- Click Delete sync to delete the sync.
