QuickBooks Online and HubSpot integration
QuickBooks Online and HubSpot, kept in step both ways
CRM Connector syncs QuickBooks Online and HubSpot both ways: contacts, invoices with their payments, and HubSpot quotes with QuickBooks estimates. A won deal can become a draft QuickBooks invoice and a sent estimate a HubSpot deal, so sales sees what was quoted, invoiced and paid without opening the books.
- Official sign in for both
Contacts, invoices and quotes both ways
At a glance
Contacts, invoices and quotes stay the same on both sides, payments and voids included.
What syncs
- ContactsBoth ways
- InvoicesBoth ways
- QuotesBoth ways
- Won deals into draft invoicesOne way
- Sent estimates into dealsOne way
Step by step
- Won HubSpot deals become QuickBooks invoicesA won deal becomes a draft invoice for the same customer, and the deal moves to a Paid stage once the invoice is paid.
- HubSpot quotes and QuickBooks estimates, both waysA HubSpot quote becomes a QuickBooks estimate with its lines and follows its status, and estimates come back into HubSpot as draft quotes.
Good to know
- HubSpot numbers the invoice
The QuickBooks number is kept in the HubSpot invoice comment.
- Lines and totals are set once
They travel on create; later edits stay where they were made.
How it runs
Both ways or one way, your choice
Per record type you choose both ways or one way. With both ways on, you pick whether QuickBooks Online or HubSpot leads when the same record changed in both since the last sync.
Options for QuickBooks Online and HubSpot
- Only invoices from a date you pick
- Only sent, overdue or paid invoices
- Only invoices above an amount you pick
- Everyone, customers only or leads only
- Only the HubSpot lifecycle stages you tick
Record by record
What syncs between QuickBooks Online and HubSpot
Which QuickBooks Online field matches which HubSpot field, and what each change does.
Fields- Company nameBoth waysCompany name
- Given nameBoth waysFirst name
- Family nameBoth waysLast name
- Primary emailBoth waysEmail
- Primary phoneBoth waysPhone number or mobile phone number
- Billing address line 1Both waysStreet address
- City, state, postal code, countryBoth waysCity, state, zip, country
- Billing address line 2Only in QuickBooks OnlineNot in HubSpot
- Not in QuickBooks OnlineOnly in HubSpotOriginal source
- Has paid invoicesDecided in QuickBooks OnlineLifecycle stage
It happens in QuickBooks Online, then in HubSpot
A new contact is added
- Looked for in HubSpot on the exact email, since HubSpot keeps one contact per email; a contact without an email is looked up by its phone, and only matches a HubSpot contact that has no other email.
- Updated when found, otherwise created.
Name, email, phone or address changes
The same change is made to the HubSpot contact on the next sync.
The contact becomes a customer
- Once the customer has a fully paid invoice, the HubSpot contact moves to lifecycle stage Customer.
- A later stage (Evangelist, Other or your own) is left alone.
FAQ
Questions about QuickBooks Online and HubSpot?
Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.
Yes. Contacts, invoices and quotes sync in both directions.
HubSpot gives every invoice its own number. The QuickBooks number is kept in the invoice comment, so you can always find one from the other.
CRM Connector:
- Keeps contacts, invoices and quotes in step both ways
- Records a part payment for exactly the amount newly paid
- Can turn a won HubSpot deal into a draft QuickBooks Online invoice
Run only one of the two for the same records, or every change is made twice.
Ask your AI assistant
Ask ChatGPT or Claude about QuickBooks Online and HubSpot
CRM Connector works inside ChatGPT and Claude. Ask in plain words and get the answer for your own setup, including a link that opens it ready to start.
Get started
Ready to connect QuickBooks Online and HubSpot?Start your 7 day free trial
Sign in to QuickBooks Online and HubSpot, pick which one leads or sync one way, confirm what syncs, and watch the first sync run.