QuickBooks to HubSpot Revenue Sync

# QuickBooks to HubSpot Revenue Sync

## Purpose
Deploy when your sales team needs to see financial data in HubSpot without granting them access to your accounting system.

## When to Use
Sync QuickBooks invoice and payment data to HubSpot deal records so your sales team has real-time visibility of client revenue and payment status.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (QuickBooks or HubSpot)

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## QuickBooks to HubSpot Revenue Sync

### Overview
Automatically sync invoice and payment data from QuickBooks to HubSpot deal records, giving your sales team real-time visibility of client revenue, payment status, and outstanding invoices without needing access to your accounting system.

### Prerequisites
- QuickBooks Online account (Simple Start or above)
- HubSpot CRM (Sales Hub Starter or above recommended for deal customisation)
- Zapier account (Professional plan for multi-step Zaps)
- Custom deal properties created in HubSpot (see Step 1)

### Setup Steps

**Step 1: Create custom HubSpot deal properties**
In HubSpot, go to Settings > Properties > Deal Properties and create:
- "QB Invoice Number" (Single-line text)
- "QB Invoice Amount" (Number, formatted as currency)
- "QB Payment Status" (Dropdown: Unpaid, Partially Paid, Paid, Overdue)
- "QB Last Payment Date" (Date)
- "QB Outstanding Balance" (Number, formatted as currency)
- "QB Customer ID" (Single-line text, for matching)

**Step 2: Create the Invoice Sync Zap**
Log in to Zapier and click "Create Zap". Name it "QuickBooks Invoice to HubSpot Deal".

**Step 3: Configure the QuickBooks trigger**
- App: QuickBooks Online
- Trigger event: "New Invoice"
- Account: Connect your QuickBooks Online account
- Test: Create a test invoice in QuickBooks and verify Zapier retrieves it

**Step 4: Look up the matching HubSpot contact**
- Add a "Search" step
- App: HubSpot
- Action: "Search Contacts"
- Search by: Email address (match QuickBooks customer email to HubSpot contact email)

**Step 5: Create or update the HubSpot deal**
- App: HubSpot
- Action: "Create or Update Deal"
- Deal name: "[Customer Name] - Invoice #[Invoice Number]"
- Pipeline: Your sales pipeline
- Deal stage: "Closed Won" (since the invoice represents confirmed revenue)

**Step 6: Map fields**

| QuickBooks Field | HubSpot Deal Property | Notes |
|-----------------|----------------------|-------|
| Invoice Number | QB Invoice Number | For cross-reference |
| Total Amount (AUD) | Deal Amount | The invoice total |
| Total Amount (AUD) | QB Invoice Amount | Redundant but useful for custom reporting |
| Balance Due | QB Outstanding Balance | Amount still owed |
| Due Date | Close Date | Use as the deal close date |
| Customer Email | Associated Contact | Link deal to the contact record |
| Customer Name | Deal Name (prefix) | "[Customer] - Invoice #[Number]" |
| Status | QB Payment Status | Map QuickBooks status to HubSpot dropdown |
| Customer ID | QB Customer ID | For matching on updates |

**Step 7: Create the Payment Update Zap**
Create a second Zap named "QuickBooks Payment to HubSpot Update":
- Trigger: QuickBooks "New Payment"
- Action: HubSpot "Update Deal"
- Match by: QB Invoice Number
- Update: QB Payment Status to "Paid", QB Last Payment Date to payment date, QB Outstanding Balance to $0

**Step 8: Create the Overdue Invoice Zap (optional)**
Create a third Zap:
- Trigger: Schedule by Zapier (daily at 9:00 AM AEST)
- Action: QuickBooks "Find Invoices" where Due Date is before today and Status is not Paid
- Action: HubSpot "Update Deal" to set QB Payment Status to "Overdue"
- Action: Slack notification to your accounts receivable team

**Step 9: Test the integration**
1. Create a test invoice in QuickBooks for a customer whose email exists in HubSpot
2. Wait 2-3 minutes for the Zap to run
3. Open HubSpot and find the new deal
4. Verify all custom properties are populated
5. Record a payment in QuickBooks against the test invoice
6. Verify the deal updates to "Paid" status in HubSpot

### Error Handling
- **Contact not found:** If no HubSpot contact matches the QuickBooks email, create a new contact or log the mismatch for manual review
- **Duplicate deals:** Use the QuickBooks Invoice Number as a unique identifier to prevent duplicate deals for the same invoice
- **Currency mismatch:** Ensure QuickBooks is set to AUD. If multi-currency, add a conversion step.
- **Partial payments:** Update the Outstanding Balance field to reflect the remaining amount rather than marking as "Paid"

### Maintenance
- Reconcile HubSpot deal values against QuickBooks revenue monthly
- Review and resolve any unmatched invoices (where no HubSpot contact was found) weekly
- Update the overdue invoice threshold if your payment terms change
- Clean up test deals and contacts after initial setup

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**Complexity:** intermediate | **Setup time:** 20 minutes | **Tools:** QuickBooks, HubSpot, Zapier