As a business owner, every minute counts, from managing finances to nurturing customer relationships. That's where HubSpot QuickBooks Integration steps in. This integration offers an efficient and systematic approach for managing invoices, creating reports and synchronizing your data

With HubSpot QuickBooks Integration, you're not just connecting two platforms; you're optimizing your business operations, empowering your teams and eliminating manual efforts. 

Let's explore the capabilities, features, and advantages of HubSpot QuickBooks Integration. 

Understanding HubSpot & QuickBooks

HubSpot and QuickBooks are two widely used platforms that serve different but complementary purposes within businesses.

HubSpot: An all-in-one tool to boost productivity

HubSpot is a leading customer relationship management (CRM) platform that offers a set of tools designed to help businesses attract, engage, and delight customers throughout the entire customer journey. Its key features include:

  • Marketing Hub: Provides tools for inbound marketing, including email marketing, social media management, blogging, SEO, and marketing automation.
  • Sales Hub: Offers features for sales teams, such as contact management, email tracking, pipeline management, sales automation, and reporting.
  • Service Hub: Focuses on customer service and support, with features for ticketing, customer feedback, knowledge base, live chat, and customer satisfaction surveys.
  • CMS Hub: Provides a content management system (CMS) for building and managing websites, with features for personalization, SEO optimization, and analytics.

HubSpot CRM is known for its user-friendly interface, scalability, and integration capabilities, making it a popular choice for businesses of all sizes across various industries.

QuickBooks: Where finances feel effortless

QuickBooks is an accounting software developed by Intuit, primarily targeted at small and medium-sized businesses (SMBs). It offers a range of features to facilitate financial management tasks, including:

  • Invoicing and Payments: Use QuickBooks to create and send invoices, track payments, and manage accounts receivable.
  • Expense Tracking: Helps users track business expenses, categorize transactions, and reconcile bank accounts.
  • Financial Reporting: Provides customizable reports on income, expenses, profit and loss, balance sheet, and cash flow.
  • Payroll Processing: Offers payroll services, including payroll calculation, tax filing, and employee management.
  • Inventory Management: Allows users to track inventory levels, manage stock, and create purchase orders.

QuickBooks is available in various versions, including QuickBooks Online, QuickBooks Live, QuickBooks Payroll and QuickBooks Payments, catering to the diverse needs of businesses across industries.

Integrating HubSpot with QuickBooks opens a gateway to enhanced efficiency and accuracy. So, let's explore the integration capabilities further. 

What is HubSpot QuickBooks Integration?

HubSpot QuickBooks Integration is designed to streamline business operations, improve efficiency, and manage accounting tasks for businesses of all sizes.

HubSpot helps businesses attract, engage, and delight customers, while QuickBooks is a leading accounting software that facilitates financial management tasks such as creating invoices and managing workflows. 

The integration between HubSpot and QuickBooks allows businesses to sync data between the two platforms, enabling smoother workflows and eliminating efforts to enter data manually. 

Key Features of HubSpot QuickBooks Integration

HubSpot QuickBooks Integration allows you to focus on essential business activities while enhancing productivity and customer satisfaction.

These features improve business operations by simplifying invoicing processes, providing insight into payment statuses, optimizing lead-to-quote pipelines, and automating repetitive tasks.

  • Invoicing Integration: This integration seamlessly syncs invoicing data between HubSpot and QuickBooks. When you create and send QuickBooks invoices, relevant information is automatically updated in HubSpot, ensuring platform consistency. 
  • Payment Status Tracking: With HubSpot QuickBooks Integration, tracking invoice payment status becomes effortless. Real-time updates provide visibility into whether invoices are paid, unpaid, or overdue. This feature enables proactive follow-up on outstanding payments and improves cash flow management.
  • Pipeline Management: Syncing data between HubSpot and QuickBooks facilitates efficient management of the lead-to-quote pipeline is facilitated by. As leads progress through the sales funnel in HubSpot, information also flows into QuickBooks for accurate quoting and invoicing.
  • Workflow Automation: Automated triggers and actions like sending follow-up emails for overdue invoices help enhance efficiency and reduce manual tasks. 

Step-by-Step Guide: Integrating HubSpot with QuickBooks

Integrating your QuickBooks Online Account with HubSpot can streamline your workflow and enhance productivity. Follow these simple steps to connect and set up the integration:

  • Begin by logging into your HubSpot Account. Navigate to the Marketplace icon and select App Marketplace.
  • Search for the QuickBooks Online app and click Install to initiate installation.
  • Upon clicking the install button, a pop-up window will appear. Proceed by clicking the Connect to QuickBooks Online button.
  • Log in to your Intuit account using your email, user ID, or phone number. Alternatively, you can create an account by filling out a brief form.
  • After successfully connecting to QuickBooks Online, you can initiate the setup sync process. You can either click the Set up sync button in the pop-up window or access it later by navigating to connected apps, selecting QuickBooks Online, and then clicking “Set up your sync.
  • Next, select the objects you want to sync from the available options, such as Contact sync, Invoice sync, and Products sync.
  • Once you've made your selections, proceed to configure, limits, organize and review sections to complete the sync. For detailed instructions, you can refer to our blog on HubSpot Data Sync.
  • Configure: Here, you can customize the sync direction (one-way or two-way), data conflict resolution, and default mapped fields. By default, invoices can only be synced in one direction from QuickBooks to HubSpot. However, Products and Contacts can be synced in unidirectional or bidirectional ways. 
  • Limit: This section allows you to set filters for invoices syncing from QuickBooks to HubSpot based on invoice properties and customer properties.
  • Organize: This tab establishes automatic associations and deletions based on particular preferences and permissions.
  • Review: Review your preferences and click Save and sync to synchronize data between both apps successfully.
  • You can turn off or delete the sync at any point by hovering over the object, clicking the More dropdown, and selecting the desired option.

How to use HubSpot QuickBooks Online Integration

Utilizing the HubSpot QuickBooks Integration streamlines the process of creating invoices, adding existing invoices, and monitoring their status.

Moreover, users across Marketing Hub, Sales Hub, Service Hub, and Operations Hub can seamlessly leverage automated workflows to initiate QuickBooks actions.

Now, let's delve into a comprehensive guide on how to utilize the HubSpot QuickBooks Integration effectively:

Creating Invoices

Generating invoices directly within the HubSpot interface is straightforward. Follow these steps to create an invoice:

  • Begin by establishing the connection between QuickBooks Online and HubSpot.
  • Now, navigate to the “Sales” tab and select “Deals” from the dashboard.
  • Choose the specific deal record for which you intend to create an invoice.
  • Within the right sidebar, locate the “Invoices” section and click on the dropdown menu labeled “Add.”
  • From the options provided, click “Create blank invoice.
  • Proceed by selecting the customer from the dropdown menu. Then, incorporate products from QuickBooks Online into the invoice.
  • Enter the relevant price details, select payment terms, and designate the invoice creation and due dates. Optionally, you can include a personalized message.
  • Finally, review the details and click “Next” to generate and review your invoice. The invoice preview will be displayed in the right sidebar adjacent to the selected deal.

By following these steps, users can seamlessly create invoices within HubSpot, ensuring accuracy and efficiency in managing transactions.

Add Existing Invoices

Integrating existing invoices into your records, whether they belong to contacts, companies, or deals, is simple. Follow these steps to add existing invoices seamlessly:

  • Navigate to the desired objects within HubSpot, such as contacts, companies, or deals.
  • Select the specific record to which you want to add an existing invoice.
  • Within the right panel of the interface, locate the “Invoices” section.
  • Click on the dropdown menu labeled “Add,” then select “Add existing Invoice” from the options provided.
  • Choose the invoice you wish to add from the existing ones available.
  • If you have multiple accounts linked, select the QuickBooks account before choosing the invoice.
  • Once selected, click “Save” to finalize the process.

Workflow Automation

HubSpot Marketing, Sales, Service and Operations Hub Pro and Enterprise users can create workflow actions using new deal properties such as Invoice number, Invoice recipient, Invoice status, Invoice amount billed, and Invoice due date. 

For instance, users can set up workflows to send reminder emails before the due date, ensuring timely payment. Additionally, workflows can be initiated upon receiving payments, triggering messages to acknowledge receipt.

By leveraging these features, HubSpot QuickBooks Integration helps optimize invoice creation and accounting management, streamlining processes seamlessly.

Benefits of HubSpot QuickBooks Integration

  • Data Management: No more manual entry! HubSpot integration with QuickBooks ensures that customer information seamlessly flows between sales and finance departments, saving time and reducing errors.
  • Better Efficiency: With everything in one place, teams can work faster. Sales can easily convert deals into invoices, while finance can track payments without chasing information from different sources.
  • Better Decision Making: Real-time updates mean everyone has the latest information. Whether it's monitoring sales performance or tracking expenses, having accurate data helps make smarter business decisions.
  • Better Customer Insights: By combining sales and financial data, you gain deeper insights into your customers' behavior and preferences. This can help you customize your marketing and sales strategies for maximum effectiveness.
  • Enhanced Reporting: Integration allows for better reporting across both platforms. You can quickly generate financial reports based on your sales data and vice versa, giving you a holistic view of your business performance.

Decision time: Ready to take control of your Invoicing with ease?

With HubSpot QuickBooks Integration, you can give your invoices a new look and efficiently manage your accounting tasks. We hope that with this article, you'll be able to easily sync data between apps and keep track of your invoices efficiently. 

Now, we'd love to hear from you! Which feature of this integration seems helpful for your business? Share your thoughts in the comments below. 

If you still have trouble navigating the integration, feel free to contact us for expert advice. 

Frequently Asked Questions

Yes, HubSpot does offer integration with QuickBooks. This HubSpot QuickBooks integration allows for seamless syncing of data between HubSpot's CRM platform and QuickBooks accounting software, streamlining workflows and enhancing productivity.

Yes, QuickBooks offers API integration capabilities. This allows developers and businesses to connect their applications, services, or systems with QuickBooks, enabling automated data exchange and integration for enhanced functionality and efficiency.

Yes, HubSpot can create invoices. HubSpot's CRM platform includes a built-in invoicing tool that allows users to generate professional invoices directly within the system. This feature streamlines the invoicing process by enabling users to create, customize, and send invoices to clients or customers without the need for external invoicing software.

Yes, through third-party solutions like Skyvia, it's possible to integrate HubSpot with QuickBooks Desktop. Skyvia offers various methods for integration, including data import and powerful data synchronization, enabling seamless data exchange between HubSpot and QuickBooks Desktop, regardless of the direction of data flow.