Contact and line item information in HubSpot is used to create invoices, sales estimates, and sales receipts in QuickBooks.
For contacts: the Name and Email address contact properties are used 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.
To create an estimate, click Create a QuickBooks estimate.
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 estimate for.
To create a sales receipt, click Create a QuickBooks sales receipt.
Click the Which QuickBooks account do you want to create an invoice for? dropdown menu and select the QuickBooks account you want to create a sales receipt for.
Finish editing your workflow, then click Review and publish to review the workflow.