HubSpot QuickBooks Integration

To sync QuickBooks Online (QBO) data with HubSpot, you can find the HubSpot-certified QuickBooks Data Sync app in the HubSpot Marketplace or in the QuickBooks App Store. The ready-to-use HubSpot QBO integration covers a broad range of functionality, but there may still be some limitations when it comes to specific requirements.

Benefits of using ready-to-use HubSpot QuickBooks integration apps

HubSpot integration with QuickBooks allows for bi-directional syncing of contacts and products between the two platforms, though invoices can move only one-way from QBO into HubSpot. The integration also includes field mappings that can be customized. Sync settings and rules can also be set up to get visibility into successfully synced records and allow you to resolve sync errors. 

Afterwards, HubSpot’s workflow tool can be used to automatically create QBO estimates, invoices, and sales receipts. This automation can be configured to trigger based on different criteria, including specific actions taken by leads or customers. It is also possible to use the invoice deal property as a trigger in HubSpot workflows and custom reports. 

You can create QuickBooks invoices within HubSpot deal records and send your customer a link to the invoice. Also, you can associate tax codes and use multi-currency for international customers. Automated flows can then be set up to move the invoices between draft, review, and approval stages on both systems. This ensures that the invoices are approved and reviewed before sharing them with the customer.

Drawbacks of Using Off-the-Shelf HubSpot and QuickBooks Integration Solutions

First, most off-the-shelf HubSpot and QuickBooks Online integration solutions come with predefined functionalities that do not necessarily align perfectly with your business's current workflows.

Second, pre-built solutions are also known for having inadequate support and insufficient documentation. 

Third, developers of third-party integrations can introduce mandatory updates that jeopardize already functioning business processes. 

These and other issues outline some drawbacks of using off-the-shelf Hubspot QuickBooks integration solutions over custom-made ones. 

This can be perfectly demonstrated by client’s complaints about the ready-to-use HubSpot and QuickBooks integration app.  

Invoicing Functionality Issues

Users of QuickBooks Data Sync app often complain that it's hard for them to delete invoices in HubSpot.

The new integration does not link contact to the deals, hence making it hard for a business to create invoices as drafts from the deals. It forces a business to make invoices from the contact section, but not from where the payment comes. 

They point out that Hubspot CRM QuickBooks' integration does not support progress invoicing, hence it only allows a single full invoice instead of partial billing for the accomplished works. 

They experience frustration that it does not allow for payment except on the credit card. The new integration requires the business to enable the credit card mode even when they only use bank/ACH transactions. 

Integration and Syncing Challenges

Users highlight such limitations as when invoices are generated in HubSpot, they are not automatically linked to the respective companies or clients, leading to a disruption in workflow and causing some users to opt out of the integration. 

Repeated subscriptions and changing prices from HubSpot are not syncing to QuickBooks. This is a major concern for businesses dependent on a subscription model, where subscription details need to be constantly updated. 

There are also issues with both HubSpot and QuickBooks creating duplicate invoices with the same transactions. This duplication affects accounting.

Search, Reporting, and Visibility Limitations

Users criticize the fact that they can only search for an invoice by its number or amount in Hubspot. This is not beneficial to companies with numerous invoices or invoices with the same amount. You cannot search for an invoice by your client name nor using the deal name. This adds an additional step in sending invoices and affects efficiency.  

User Experience, Support, and Documentation Shortcomings

Users state that QBO and HubSpot provide insufficient support for the integration, rendering it more challenging to address problems. The prior version feature allowing users to pick how invoices are connected is no longer possible with the feeling that workarounds such as Zapier are being forced. 

While the integration was intended to alleviate matters, users are still prescribed to manually enter data because the data does not sync effectively. Documentation is lacking or obsolete. The integration is too complex and difficult to use with HubSpot effectively. This turns the user away from integrating their tools.

Workflow and Process Disruptions 

Some businesses are forced to operate accounts and sales in parallel because essential features are lacking from the integration, increasing their efforts and operational expenses. Job costing, invoicing and billing processes are disrupted when the integration prompts users to attach invoices to contacts rather than deals. 

Integration Limitations 

Businesses shun the integration if it offers minimal automation capabilities and mainly support one-way syncing.

Custom Integrations based on Hubspot API and QuickBooks API

In the context of building custom integrations between HubSpot and QuickBooks Online, the choice to leverage the  HubSpot API  and QuickBooks API enables you to address all the above mentioned challenges and more in your integration. 

HubSpot API

HubSpot API allows integrations to interact with several objects and data on the HubSpot platform. It furnishes endpoints and methods to retrieve, create, update, and delete contacts, companies, deals, tickets, and custom objects stored in HubSpot. 

The API allows integrations to trigger workflows and take actions based on occurrences or conditions on HubSpot. The HubSpot API also equips the integrations with endpoints to utilize HubSpot’s marketing tools, such as email campaigns, landing pages, and forms, in case the integration requires them. 

QuickBooks API

QuickBooks API enables integrations to access and manipulate data on the QuickBooks Online accounting platform. It allows endpoints and methods to retrieve, create, update, and delete customers, invoices, payments, and other accounting transactions. 

The QuickBooks API also provides integration of the power to trigger workflows and carry out actions based on the occurrence or the state of affairs in QuickBooks. It also enables integrations to utilize the platform’s core accounting functionalities, such as invoicing, payment, and reporting. 

HubSpot QuickBooks Custom API Integration

By connecting QuickBooks and HubSpot, both APIs realize bidirectional data sync between HubSpot and QuickBooks. The integration uses the APIs to read and write data on their respective platforms and, in turn, ensures a seamless record flow between the two systems.  

The integration can also read all necessary data from both platforms to provide a comprehensive business view of the sales, marketing, and financial records all in one place. 

When using the two APIs for integration, the system must authenticate access and continuously monitor API usage to adhere to call limits and manage error handling. Data mapping and transformation are also needed to ensure data consistency between the two systems.

What Can Our Custom HubSpot QuickBooks Integrations Offer You

Our custom integrations guarantee seamless data flow between QBO and HubSpot, tailored to your business requirements, and able to automate workflows unsupported by pre-built integrations. They could be customized to simplify invoice management in HubSpot. We provide personalized training and detailed documentation as well as controlled updates, scheduled based on the business' readiness. Contact us for a free consultation.