Ultimate Guide on QuickBooks Desktop HubSpot Integration

Ultimate Guide on QuickBooks Desktop HubSpot Integration

In this blog, we will talk about Guide on QuickBooks Desktop HubSpot Integration. Integrating QuickBooks with HubSpot lets Sales representatives generate bills that are directly delivered to clients from deal records in HubSpot due to a QuickBooks interface. This results in companies getting payment more quickly and the sales team having better access to information about the cash flow of leads that have been converted into customers.

Team members record invoice payments on deal timelines, automate tasks, and view invoice information inside QuickBooks using HubSpot workflows. The workflows include:

  • Unsent invoices reminder.
  • Reminder to pay invoices.
  • Bank deposits reminder.
  • The vendor is being reminded to pay.

Accountants are able to immediately retrieve information from deal records to aid in the creation of invoices. Transmission of all invoices made to QuickBooks in advance to its task manager are made allowing users to assign duties to sales representatives on their end and enhancing departmental communication.

Features of HubSpot QuickBooks integration

Features of HubSpot QuickBooks integration

The following features are used to define the QuickBooks Desktop HubSpot integration.

  • To automate QuickBooks tasks, utilize HubSpot CRM workflows.
  • Viewing invoice payments on the contract timeframes.
  • To view invoice details inside HubSpot.
  • Syncing contacts and items between platforms.
  • Enhancing contact value reporting’s financial quality.
  • Generating invoices from deal records in HubSpot.

QuickBooks Desktop HubSpot Integration Benefits

The process of integrating QuickBooks with HubSpot provides several advantages for businesses, including:

Streamlined financial management

Businesses can easily manage their financial transactions, invoices, and payments from within their CRM platform by integrating QuickBooks with HubSpot. This software integration helps eliminate the need for manual data entry, reducing the chances of errors and saving time.

Better customer insights

Businesses are provided with a complete view of their customers, including their financial transactions and payment history, by integrating QuickBooks with HubSpot. This helps businesses better understand their customers’ needs and preferences and provide personalized services to enhance their customer experience.

Improvement in data accuracy

This integration helps ensure data accuracy across different systems, as data is automatically synced between the two platforms. It reduces the chances of errors and inconsistencies in customer data, and enables businesses to make informed decisions based on accurate data.

Increased efficiency

The process of integration can streamline several business processes like order management, billing, and financial reporting hence helping businesses operate more efficiently, save time, and reduce costs.

Better collaboration

Collaboration between different teams within a business, like sales, finance, and customer support, through integration. This enables teams to work together more effectively, share information more easily, and provide better customer service.

Use cases of HubSpot and QuickBooks integration

HubSpot and QuickBooks integration have the following examples of use cases.

Contact syncing

Contact synchronization between two systems is one of the most popular and straightforward use cases. The syncing is necessary for businesses to avoid manually entering data into two systems. Two options are needed in sync.

HubSpot to QuickBooks

The default integration is not available hence a third-party tool or integration is needed to handle this.

QuickBooks to HubSpot

HubSpot default integration covers this feature but has limitations to newly created contacts. Upon a new payment in QuickBooks, the relevant contact information is automatically updated in HubSpot. The relevant QuickBooks fields are mapped to custom contact properties in HubSpot. Third-party options or direct import are used for older ones.

Product syncing

Syncing of products is done by companies that work with various line items so that the items can be used within HubSpot deals without manually creating them once again. 

HubSpot to QuickBooks

A third-party tool can control this feature since HubSpot default sync is only compatible with QuickBooks to HubSpot Product Sync.

QuickBooks to HubSpot

Only newly created products experience product syncing in default integration. Import or third-party options are used for older products.

Invoices linking and statuses in HubSpot

Integrating invoices with HubSpot default objects is among the most requested use cases. Users can manually link invoices to contacts, deals, and companies in HubSpot and view the most recent status of those invoices there upon enabling the integration.

Important tips to note
    • All outstanding invoices can be connected to HubSpot records.
    • The option to link invoices is already included in the default integration hence no need for additional tools.
    • Synchronization of invoice statuses is done with no manual intervention.
  • The integration doesn’t offer an automated matching and linking feature even when using email as a unique identifier. 

    Invoice creation with HubSpot

Invoice generation from within the HubSpot interface is a common use case for the integration of QuickBooks and HubSpot. Creating invoices within HubSpot is a feature available through the default integration option. 

Workflow automation using QuickBooks

On enabling the integration, users can automate workflows for different scenarios through new deal properties like invoice amount billed, invoice recipient, invoice number, invoice due date, and invoice status. Examples:

  • One day, seven days, and the due date reminder emails or SMSs for invoices.
  • Transactional email on billing.
  • onboarding team receives notifications of successful payments via Slack.
  • Past-due payments polite reminders to customers and deal owners.

    Reporting on financial data

Users can generate reports and dashboards using data from QuickBooks invoices and associate them with properties related to the source, like the source. This is to assist the team in comprehending the return on investment of different marketing channels.

HubSpot QuickBooks Desktop integration limitation

HubSpot QuickBooks Desktop integration limitation

The drawbacks to the HubSpot QuickBooks integration are as follows.

  • Requirement of additional tools in the two-way sync.
  • There are no sync options for bespoke objects.
  • Synchronization of older contact records is not available hence must be entered manually.
  • There is no automatic sync for explicitly associating invoices with deals or contacts with HubSpot.


Knowing the appropriate integration, authorizing it, and defining the integration parameters are the stages needed to set up the integration. Integrating HubSpot with QuickBooks makes businesses function more effectively, cut costs, and make informed decisions based on reliable data. HubSpot integration is robust and reliable in the marketplace and is being used by many clients.

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