Last updated: September 10, 2025
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Review possible reasons why records aren't syncing between HubSpot and QuickBooks.
Common errors
If you aren't seeing your invoice sync into QuickBooks Online within a few minutes, there are a number of reasons the sync could fail.
- If any invoice fails to sync, a banner will display at the top of the invoices index page. Clicking Sync failure details will open the Failing to sync panel in the QuickBooks integration settings.
- You can also check if the invoice sync was successful by looking at the Integrations sync card on the invoice preview panel.
- All sync failures, including invoice sync, can be found on your QuickBooks online settings page.
Below are some common errors that you may encounter, and how to resolve them.
An invoice should have an associated customer. Make sure the associated customer is present in both HubSpot & QuickBooks Online to sync this invoice
This error occurs because the contact on the invoice has not been found in QuickBooks Online when the invoice tried to sync. Most often, this is because the contact on the invoice doesn't share the email address of the customer in QuickBooks. If you change the contact on the invoice in HubSpot to the contact that matches the email of the customer in QuickBooks, the invoice will sync.
The display name is a duplicate
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 try to sync to QuickBooks Online after the first contact will fail to sync, because their Display Name is already in use. Learn more about how to set the display name on customers.
Business Validation Error: Enter a service date for the revenue recognition line item
This error may occur if you're using QuickBooks Online’s Revenue Recognition functionality. Revenue recognition requires all line items on an invoice to have a service date. It isn’t possible to add a service date to HubSpot line items. It’s recommended to turn off the revenue recognition setting in QuickBooks and do revenue recognition reporting separately.
Line item or invoice amount modifications in HubSpot native invoices cannot be made through external applications. Please make any necessary changes directly in HubSpot
This error occurs because an invoice that was created in HubSpot was changed in QuickBooks Online. Reverse the changes to the invoice in QuickBooks, and make those adjustments to the invoice in HubSpot to continue syncing.
Duplicate Document Number Error: You must specify a different number. This number has already been used
This error occurs when the integration tries to send an invoice into QuickBooks Online with an invoice number that's already used by another invoice or credit memo within QuickBooks. Most often, this occurs because you have the Custom Transaction Number setting turned on, which causes QuickBooks to adopt HubSpot's prefix and number automatically. To fix this error, it's recommended to update the numbers on the invoices or credit memos in QuickBooks Online to allow the HubSpot invoices to sync into QuickBooks, then turn the Custom Transaction Numbers setting off.
Line Item or Invoice Amount Modifications in HubSpot native invoices cannot be made through external applications. Please make any necessary changes directly in HubSpot
This error shows that an invoice that was created in HubSpot and synced to QuickBooks Online has had financial information (e.g., line items, tax) added, removed, or modified in QuickBooks. These changes can't be synced back into HubSpot, so the invoice sync is failing. To fix the error, revert the changes in QuickBooks. If you need to modify the financial details of a HubSpot invoice, it's recommended to make that change in HubSpot and then allow it to sync to QuickBooks.
