Two way
Both systems stay the same. Every sync runs from the leading system into the other, then back.
- You pick whether QuickBooks Online or HubSpot leads
- Changes on either side travel
- Nothing bounces back and forth
How syncing works
Two systems, kept in step
Every integration runs the same way, whichever two systems it connects. Here is what one sync does, how you choose the direction, and what happens when the same record changed on both sides. Each pair page then shows which fields travel between those two systems.
- Nothing created twice
- Never moves a record backwards
- Your own notes are never touched
Your choice
Two way or one way
Keep both systems identical, or let one feed the other, per record type. Shown with QuickBooks Online and HubSpot; every pair works the same way.
One way
One system feeds the other. Pick QuickBooks Online or HubSpot as the source; the other receives.
- Good for a migration, in either direction
- A read copy for a colleague or partner
- Switch a record type to two way later
Fine tune it:A different choice per record typeOnly invoices from a date you pickOnly sent, overdue or paid invoicesOnly invoices above an amount you pickEveryone, customers only or leads onlyOnly the HubSpot lifecycle stages you tick, on a one way syncEvery 30 minutes up to every 3 days
How a sync runs
One sync, step by step
What happens every time an integration runs, in the order it really happens. Shown with QuickBooks Online and HubSpot; every pair works the same way.
Which system leads?
Connections
CRM
Step 1 of 9
Both connections are checked
Credentials for QuickBooks Online and HubSpot are checked and sign in tokens refreshed automatically. If a connection was removed on either side, the integration pauses and you get one message with a reconnect button.
Conflicts
When both sides changed the same record
- For each two way record type you choose whether QuickBooks Online or HubSpot leads. The leading side always runs first in a sync.
- It only matters when the same record changed in both systems between two syncs. Every other change simply travels.
- A record is never moved backwards by a sync: a paid invoice is not reopened, a decided quote is not undecided.
Between two syncs
The city of the same contact is changed in both systems
Leading system
Leeds
YorkTwo different values. Run the sync to see which one both systems end up with.
One way
When a record also changes in the receiving system
- The sending system leads for what it sends: when a record changes there, the fields the integration carries follow in the receiving system on the next sync.
- A carried field edited in the receiving system keeps that edit until the same record changes again in the sending system.
- Everything else your team adds in the receiving system, such as notes and photos, is never touched, and nothing is written back into the sending system.
- A sync never moves a record backwards: a settled invoice or a closed job is not reopened.
FAQ
Questions about syncing?
How every integration handles duplicates, deletions, part payments, a dropped connection, timing, filters and custom fields, whichever two systems it connects.
No. Records synced before stay linked. Before anything new is created, the platform looks for the same record in the other system and updates that one instead: a contact on its email, phone or name; an invoice or quote on its number and total, or on its customer, day and total where no number is kept; a deal on its name and contact. When several records were matched to one record in the other system, that record's changes are not copied back to them.
No. A deal or opportunity already lost, a job already cancelled, or an invoice already voided before its first sync is not created. A deal that was still open when it first travelled moves to won or lost on a later sync, and a closed deal is never reopened.
The other system gets a payment for exactly the amount newly paid. A 40 instalment on a 100 invoice arrives as 40, and a later instalment bringing it to 70 arrives as one more 30, so nothing is counted twice. FreeAgent records no payment from outside and leaves it to its bank feed.
Only in two cases. No customer is ever deleted, and an update only sends the fields it carries, so a field the other system does not know is never wiped. The two exceptions: a draft invoice voided in the other system is deleted in Xero, which cannot void a draft, and closing a finished job in Jobber removes its visits still to come.
The platform notices, switches that connection off, pauses the integrations that use it and sends you one message with a button to fix it: reconnect for a system you sign in to, or replace the key on the integration for a system that uses a typed key. Once it works again, the paused integrations start again by themselves within a few minutes, without creating anything twice.
The one where your team makes most changes. It only decides the rare case where the same record changed in both systems between two syncs.
You choose per integration, from every 30 minutes up to every 3 days. Every 4 hours and slower is included on every plan; faster syncing comes with the higher plans. A few systems set their own limit, such as WooCommerce, which is synced at most every hour.
No. On a one way sync the receiving system is where the work lives, so what your team does there stays there.
A stage rule turns a moment in one system, such as a deal won or a quote accepted, into new work or a draft invoice in another. Each rule needs a start date, 60 days back by default, so nothing won or accepted long ago becomes a new record on the first run. A rule cannot run next to a sync of the same record type between the same two app connections, in the same integration or another one, and a record a rule made never comes back as new work in the system it came from, so a sale is never billed twice.
Yes. The start date, the moment a record may travel and the minimum amount apply in both directions. Tags and pipeline stages belong to one system, so each side gets its own pick, like HighLevel tags one way and Pipedrive labels the other. A filter only one of the two systems has works one way only.
Not today. The standard fields of each record type sync; custom fields do not. One exception: an open HighLevel opportunity that becomes a Jobber request can carry the contact's custom fields you pick, in one note on the request.
Yes. Tell us through the request form what should travel and when. We answer every request within one working day.
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