Use HubSpot's integration with QuickBooks Online (legacy)

In this article, learn about the legacy HubSpot-QuickBooks Online integration. This integration is being replaced by the new QuickBooks online integration. Before proceeding, note the following:

• If you're installing the QuickBooks Online integration after May 2, 2023, you should instead follow the new integration setup steps.
• If you've already installed this legacy integration, you can use the QuickBooks Online migration tool to upgrade to the new integration. To begin the migration, navigate to your QuickBooks Online integration settings in HubSpot. Learn more about migrating your QuickBooks Online integration.

Using the integration

After connecting the integration, you can create invoices, view their status, and use these invoices to trigger workflows and create custom reports. 

Create invoices

• In your HubSpot account, navigate to CRM > Deals.
• Click the name a deal record.
• In the right panel, in the Integration Invoices section, click Create Invoice.

Please note: the Integration Invoices sidebar card has been removed in the new QuickBooks Online integration. Learn more about this change on HubSpot's Community.

• If you have multiple accounts, select a QuickBooks account from the dropdown, and click Next.
• Select if you want to create your invoice from an existing quote or Create from scratch.
  • If you select Create from quote, HubSpot will try to match your quote details to your QuickBook records. If no matching customer can be found, you can select a customer from the dropdown or click create a new Quickbooks customer.

Please note: only quotes that have been published and haven't expired can be used to create invoices.

• • If you select Create from scratch, HubSpot will try to match your deal details to your QuickBook records. If no matching customer can be found, you can select a customer from the dropdown or click create a new Quickbooks customer.
• Click Next.

• Click Add products from QuickBooks to select existing products from QuickBooks to add to your invoice. Once you have added your products, click Next.

• If you are creating an invoice for a customer outside of the US, tax codes are required for every line item. To add a tax code:
  • Click View product tax codes.
  • In the panel, select the tax code for the specific line item. 

• Select the Payment terms, Invoice create date and Invoice due date for your invoice.
• In the Write a message to your customer section, write the text that will appear on your customer’s invoice, then click Next.

• Review your invoice details. Click Previous to go back and edit your invoice details. 
• To create your invoice in QuickBooks, click Create draft invoice.
• Click the name of the invoice in the Invoices section to view a preview of your invoice.
• Your invoice is now ready to be sent from your Quickbooks account.

Once your invoice has been created, it will be tagged with one of the below stages:

• Waiting to be sent: the invoice has not been sent to the customer.
• Sent to customer: the invoice has been sent to the customer.
• Partial payment: the invoice has been partially paid.
• Paid in full: the invoice has been paid in full.
• Overdue: the invoice is past its payment date and is now overdue.

The following properties will be updated when an invoice is associated with a deal via the Quickbooks integration:

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

Add an existing invoice

• In your HubSpot account, navigate to Contacts, Companies or Deals.
• Click the name of a record.
• In the right panel, in the Integration Invoices section, click Add existing invoice.
  
  

Please note: the Integration Invoices sidebar card has been removed in the new QuickBooks Online integration. Learn more about this change on HubSpot's Community.

• If you have multiple accounts, select a QuickBooks account from the dropdown, and click Next.
• Search for and select the checkbox to the left of the invoice. Click Add.
• The invoices associated with the record are listed in the Integration Invoices section on the record.
  
  
  

Trigger workflows and create custom 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.

Turn on contact sync

• In your HubSpot account, click the settings settings icon in the top navigation bar.

•  In the left panel, navigate to Integrations > Connected apps, then click Quickbooks Online.
• Click the Contacts tab.
• To sync Quickbooks customers with your HubSpot contacts, click to toggle the switch on.

• In the Creating and updating contacts section, use the dropdown menu to decide what happens when associated contacts are created or updated in Quickbooks.
• In the Deleting contacts section, use the dropdown menu to decide what happens when associated contacts are deleted in Quickbooks.

Please note: only newly created and recently updated contacts will sync to HubSpot.

Turn on product sync

• In your HubSpot account, click the settings settings icon in the top navigation bar.

•  In the left panel, navigate to Integrations > Connected apps, then click Quickbooks Online.
• Click the Products tab.
• To sync Quickbooks products with your HubSpot products, click to toggle the switch on.

• In the Creating and updating products section, use the dropdown menu to decide what happens when associated records are created or updated in Quickbooks.
• In the Deleting products section, use the dropdown menu to decide what happens when associated records are deleted in Quickbooks.

Please note: only newly created and recently updated products will sync to HubSpot.

• Navigate to the Product property mappings tab to view the status of the properties syncing between Quickbooks and HubSpot.

Edit field mappings

Please note: an Operations Hub Starter, Professional, or Enterprise subscription is required for setting up custom field mappings in the new QuickBooks Online integration.

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left panel, navigate to Integrations > Connected apps, then click Quickbooks Online.
• Click either the Contacts or Products tab.
• Click Contact field mappings or Product field mappings to view the mappings between properties in HubSpot and fields in Quickbooks Online.
• To add a new field mapping, click Add new mapping. 
• Click the dropdown menus to select the HubSpot property and Quickbooks Online field that you want to map to each other.
• Click Save. 
• To edit a field mapping, click Actions next to the mapping and click Edit.
• To delete a field mapping, click Actions next to the mapping and click Delete. 

Use QuickBooks advance features

If you have integrated your QuickBook advance account to HubSpot you can also send your invoice directly to the QuickBooks task manager, create QuickBooks workflows and access additional reporting. 

Send invoices to the QuickBooks task manager

When a user creates an invoice and sends it to QuickBooks advance, the data from the quote or deal will be sent to the QuickBooks task manager. To access the task manager in your Quickbooks account:

• Login to your Quickbooks Online account.
• In the left panel, click HubSpot.
• In the To Do section, click View tasks.

Here you can approve draft invoices or create new tasks.

Set up workflows in QuickBooks to automate tasks

In the Task manager section, you can set up workflows to automatically create tasks when an action needs to be completed. There are four standard workflows to choose from:

1. Payment due reminder
2. Pay vendor reminder
3. Bank deposits reminder
4. Unsent invoices reminder

You can customize your workflows in your QuickBooks Online account before turning them on. 

Learn more about connecting HubSpot and Quickbooks Online Advanced.

Sync invoices from QuickBooks to HubSpot

To set up a one-way sync of invoices from QuickBooks to HubSpot:

• In your HubSpot account, click the settings settings icon in the top navigation bar.

•  In the left panel, navigate to Integrations > Connected apps, then click Quickbooks Online.
• Click the Invoices tab.
• To sync Quickbooks invoices with your HubSpot invoices, click to toggle the switch on.

• In the Creating and updating invoices section, use the dropdown menu to decide what happens in HubSpot when invoices are created or updated in Quickbooks.
• In the Deleting invoice section, use the dropdown menu to decide what happens when invoices are deleted in Quickbooks.
• Navigate to the Invoice field mappings tab to view the status of the properties syncing between Quickbooks and HubSpot.

View the invoice object

Invoices synced or manually added to HubSpot from QuickBooks 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.

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.