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
CRM Connector Platform
QuickBooks Online and HubSpot, kept in step both ways
Sales works in HubSpot, the books live in QuickBooks Online. CRM Connector keeps contacts and invoices the same in both, so your sales team sees what was invoiced and paid without opening the accounting system.
- Official sign in for both
- Either system can lead
- 7 day free trial
Two way, or one way if you prefer
- Contacts
- Invoices
At a glance. Contacts and invoices stay the same on both sides, payments and voids included. Below: which field matches which, and what every change does.
Your choice
Two way or one way
Keep both systems identical, or let one feed the other. You decide per record type.
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 or paid invoicesEveryone, customers only or leads onlyEvery 30 minutes up to every 3 days
Record by record
What travels, and what each change does
Pick a record type and the system where a change starts. On the left, which field matches which and when it travels; on the right, what that change does on the other side.
Starts in
Fields- Company nameBoth waysCompany name
- Given nameBoth waysFirst name
- Family nameBoth waysLast name
- Primary emailBoth waysEmail
- Primary phoneBoth waysPhone 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 invoicesEach works it outLifecycle 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. 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
HubSpot keeps its own lifecycle stage; the platform does not overwrite your funnel.
- HubSpot keeps one contact per email address, so two QuickBooks customers sharing an inbox land on one HubSpot contact.
- Lifecycle stage and lead source are read from HubSpot, never written into it, so your HubSpot automation stays in charge.
How a sync runs
One sync, step by step
What happens every time the integration runs, in the order it really happens. Pick which system leads and watch the records move.
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 phone number of the same contact is changed in both systems
Leading system
+1 415 555 0101+1 415 555 0199Two different values. Run the sync to see which one both systems end up with.
Good to know
What is particular to this pair
What holds for QuickBooks Online or HubSpot on its own is on its own page.
- HubSpot numbers the invoice
- The QuickBooks number is kept in the HubSpot invoice comment.
- Address line 2 stays in QuickBooks
- HubSpot has no second address line.
- Lines and totals are set once
- They travel on create; later edits stay where they were made.
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.
- Can I sync QuickBooks Online and HubSpot both ways?
- Yes. Contacts and invoices sync in both directions, and you choose which system leads when the same record changed on both sides.
- Does a paid QuickBooks invoice show as paid in HubSpot?
- Yes. It becomes a succeeded payment record on the HubSpot invoice for the open balance, which is how HubSpot marks an invoice paid.
- Will it change my HubSpot lifecycle stages?
- No. Lifecycle stage and lead source are only read from HubSpot, so your own funnel and automation stay in charge.
- Which invoice number does HubSpot show?
- 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.
- Are quotes or deals synced?
- No. Between QuickBooks Online and HubSpot the platform syncs contacts and invoices.
- Will it create duplicates?
- No. Before anything is created in QuickBooks Online or HubSpot, the platform looks for the same record first and updates that one instead. Records synced before stay linked.
- What if the connection to QuickBooks Online or HubSpot drops?
- The platform notices on the next sync, pauses the integration and sends you one message with a reconnect button. Reconnecting takes one step, and syncing picks up where it left off without creating anything twice.
- How often does it sync?
- From every 30 minutes up to every 3 days, depending on your plan. Every plan includes a 7 day free trial.
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.