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Use QuickBooks actions in HubSpot workflows

Last updated: January 20, 2023

Applies to:

Marketing Hub Professional, Enterprise
Sales Hub Professional, Enterprise
Service Hub Professional, Enterprise
Operations Hub Professional

With the QuickBooks Online integration, you’re able to create QuickBooks invoices, estimates, and sales receipts using HubSpot workflows. 

Contact and line item information in HubSpot is used to create invoices, sales estimates, and sales receipts in QuickBooks.

  • For contacts: the First Name, Last Name and Email address contact properties are required to match a HubSpot contact record to a QuickBooks contact. A new contact will be created in QuickBooks if no match is found. If there are multiple contact records associated with the quote or deal record in HubSpot, the first associated contact will be used.
  • For line items: line items in HubSpot must be associated to the quote or deal records enrolled in the workflow to create an invoice, sales estimate, or sales receipt in QuickBooks. HubSpot will match a line item in HubSpot with the product in QuickBooks. If no match is found, the invoice, sales estimate, or sales receipt will not be created. 

Please note: it is recommended to enable product sync in your QuickBooks settings, and using QuickBooks products for deal and quote line items to ensure that an invoice, sales estimate or sales receipt is created.

Add QuickBooks actions to your workflow

Please note: these actions are only available for deal and quote-based workflows.

You can add QuickBooks actions to HubSpot workflows to create an invoice, sales orders, or estimates in your QuickBooks account. To add these actions: 

  • In your HubSpot account, navigate to Automation > Workflows.
  • Click the name of a workflow to edit an existing workflow. Or click Create workflow to create a new workflow.
  • Click the plus icon +.
  • In the right panel, select a QuickBooks action:
    • To create an invoice, click Create a QuickBooks invoice.
    • To create an estimate, click Create a QuickBooks estimate.
    • To create a sales receipt, click Create a QuickBooks sales receipt.

qb-workflow-action

  • Click the Which QuickBooks account do you want to create an invoice/estimate/sales receipt for? dropdown menu and select the QuickBooks account. 
  • Click the Payment Terms dropdown menu and select a value (only available for the Create a QuickBooks invoice action). 
  • Click the Customer dropdown menu and select a customer.
  • Click the Products dropdown menu and select a product
  • Click the Create a product in QuickBooks if it doesn’t exist? dropdown and select either Yes or No
  • Click Save
  • Finish editing your workflow, then click Review and publish to review the workflow.
  • Click Turn on to turn the workflow on.

To enroll a paid quote in a workflow:

  • In your HubSpot account, navigate to Automation > Workflows.
  • To create a new workflow, in the upper right, click Create workflow.
  • In the left panel, select Quote-based.
  • In the right panel, select your workflow type.
  • Click the pencil icon to give your workflow a name, then click Next. You'll then be taken to the workflow editor.
  • In the workflow editor, click Set up triggers.
  • In the Filters section, select Quote > Esign completed signature, then select is known
qb-quote-wf-invoice

To enroll a paid deal in a workflow:

  • In your HubSpot account, navigate to Automation > Workflows.
  • To create a new workflow, in the upper right, click Create workflow.
  • In the left panel, select Deal-based.
  • In the right panel, select your workflow type.
  • Click the pencil icon to give your workflow a name, then click Next. You'll then be taken to the workflow editor.
  • In the workflow editor, click Set up triggers.
  • In the Filters section, select Deal > Deal name, then contains any of Payment Link

workflow-payment-deal

Using QuickBooks actions with HubSpot payments

You can also create paid invoices and sales receipts using workflows if you have the HubSpot payments tool set up. Sales receipts can be created for all types of products. Paid invoices can only be created for non-taxable line items.

Please note: it is only possible to use this action with payments-based workflows. 

If you have the HubSpot payments tool set up:

  • In your HubSpot account, navigate to Automation > Workflows.
  • To create a new workflow, in the upper right, click Create workflow.
  • In the left panel, select Payment-based.
  • Click the pencil icon to give your workflow a name, then click Next. You'll then be taken to the workflow editor.
  • Select your chosen triggers
  • Click the plus icon +.
  • In the right panel, select a QuickBooks action:
    • To create an invoice, click Create a QuickBooks paid invoice. This will create a paid invoice in QuickBooks using your HubSpot payment data. 
    • To create a sales receipt, click Create a QuickBooks sales receipt. This will create a sales receipt in QuickBooks using your HubSpot payment data.
  • Click the Which QuickBooks account do you want to create an invoice/sales receipt for? dropdown menu and select the QuickBooks account. 
  • Click the Customer dropdown menu and select a customer.
  • Click the Products dropdown menu and select a product
  • Click the Create a product in QuickBooks if it doesn’t exist? dropdown and select either Yes or No
  • Click Save
  • Finish editing your workflow, then click Review and publish to review the workflow.
  • Click Turn on to turn the workflow on.

Create a QuickBooks expense in a HubSpot workflow

You can also create a QuickBooks expense with a HubSpot workflow action. This action will create an expense in QuickBooks to reflect your HubSpot payment fee. To create an expense: 

  • In your HubSpot account, navigate to Automation > Workflows.
  • To create a new workflow, in the upper right, click Create workflow.
  • In the left panel, select Payment-based.
  • Click the pencil icon to give your workflow a name, then click Next. You'll then be taken to the workflow editor.
  • Select your chosen triggers
  • Click the plus icon +.
  • In the right panel, select Create a QuickBooks expense
  • Fill out the required fields.
  • Click Save

Create refund receipts in QuickBooks

To create a refund receipt in QuickBooks when a full refund occurs in HubSpot payments:

  • In your HubSpot account, navigate to Automation > Workflows.
  • To create a new workflow, in the upper right, click Create workflow.
  • In the left panel, select Payment-based
  • Click the pencil icon to give your workflow a name, then click Next. You'll then be taken to the workflow editor.
  • Select your chosen triggers
  • Click the plus icon +.
  • In the right panel, select Create a QuickBooks refund receipt
  • Fill out the required fields.
  • Click Save

 

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