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Use QuickBooks actions in HubSpot workflows

Last updated: June 28, 2022

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. 

Please note: these actions are only available for quote, payment or deal-based 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 and 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, and 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 actions to your workflow

  • 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.
      • Click the Which QuickBooks account do you want to create an invoice for? dropdown menu and select the QuickBooks account you want to create an invoice in.
      • Enter a value in the How many days after the invoice is created should the payment be due? field. The due date for payment on the invoice will be set based on this value. 
      • Click Save
qbo-wf-invoice
    • To create an estimate, click Create a QuickBooks estimate.
      • Click the Which QuickBooks account do you want to create an estimate for? dropdown menu and select the QuickBooks account you want to create an estimate for.
      • Click Save.
    • To create a sales receipt, click Create a QuickBooks sales receipt
      • Click the Which QuickBooks account do you want to create a sales receipt for? dropdown menu and select the QuickBooks account you want to create a sales receipt for.
      • 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 > Payment Status, then select is equal to any of paid
wf-quote-enrollment

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. 
      • Click the Which QuickBooks account do you want to create an invoice for? dropdown menu and select the QuickBooks account you want to create an invoice in.
      • Click the Customer dropdown menu and select Use first associated HubSpot contact.
      • Click the Products dropdown menu and select Use associated HubSpot line items
      • Click Save.
    • 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 a sales receipt for? dropdown menu and select the QuickBooks account you want to create a sales receipt in.
      • Click the Customer dropdown menu and select Use first associated HubSpot contact.
      • Click the Products dropdown menu and select Use associated HubSpot line items
      • Click Save
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