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Integrations

Use HubSpot's integration with QuickBooks Online

Last updated: June 11, 2021

Applies to:

All products and plans

Use the QuickBooks Online integration with Hubspot to create invoices directly from the deal record in HubSpot, view invoice information and see payment events on the deal timeline.

Install the integration

  • In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar, then select App Marketplace.
  • Use the search bar to locate and select the QuickBooks Online integration.
  • In the upper right, click Install app.
  •  Log in using your QuickBooks Online details. 

Please note: you must have access to your QuickBooks Online account credentials to install this integration. If you are unsure of your login credentials, you will need to reach out to your QuickBooks admin.

  • Once the integration is successfully connected it will be listed in your Connected Apps section. 
  • You can connect multiple accounts by navigating to the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
  • Select QuickBooks Online, and click Connect QuickBooks account in the upper right. You can also disconnect your account by selecting Disconnect.

Please note: only invoices created in HubSpot will be automatically visible in your HubSpot account. To view invoices created in your Quickbooks account, they must be added to HubSpot.

Using the integration

Use the QuickBooks Online integration to create invoices from your deal record, view invoice information and status, and see payment events on the deal record timeline. QuickBook products cannot be used as line items on a deal record in HubSpot, to use QuickBook products they would need to be added manually.

Please note: if an invoice in QuickBooks is in a different currency than the HubSpot account's company currency, HubSpot will not sync the invoice data from Quickbooks to the deal properties.

Create invoices

  • In your HubSpot account, navigate to Sales > Deals.
  • Click the name a deal record.
  • In the right panel, in the Invoices section, click Create Invoice.
create-invoice-quickbooks
  • 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.
select-customer-quickbooks
  • Click Add products from QuickBooks to select existing products from QuickBooks to add to your invoice. Once you have added your products, click Next.
add-products-quickbooks

Please note: for international accounts, you can add tax codes to your invoice and perform a multiple currency sync. 

  • 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.
invoice-payment-quickbooks
  • 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.

Please note: HubSpot cannot create an invoice in QuickBooks if Customer transaction numbers are enabled in QuickBooks. This must be turned off for HubSpot to create invoices in QuickBooks


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 Invoices section, click Add existing invoice.
    add-existing-invoice-quickbooks
  • 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 Invoices section on the record.
    invoice-deal-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 icon settings in the main 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.

quickbooks-contact-sync

  • 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 contacts will sync to HubSpot.

Turn on product sync

  • In your HubSpot account, click the settings icon settings in the main 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.
quickbooks-product-sync

 

  • 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 products will sync to HubSpot.

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

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.
quickbooks- task-manager

 

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.