HubSpot and QuickBooks Integration: Streamline Your Sales and Finance Workflows

Picture this: your sales team closes a big deal in HubSpot, but then someone from finance has to manually recreate all that information in QuickBooks to generate an invoice. Details get lost, invoices are delayed, and the customer experience suffers.

This is exactly the type of inefficiency that the HubSpot and QuickBooks integration solves. By connecting your CRM and accounting systems, you eliminate duplicate data entry, keep teams in sync, and provide leadership with a single source of truth for both revenue and relationships.

As HubSpot partners, we help businesses go beyond just “connecting the dots”—we build smooth, reliable integrations that align with how your business actually works.

Why Businesses Need HubSpot and QuickBooks to Work Together

Sales and finance have historically worked in silos. The sales team lives in HubSpot, tracking contacts, deals, and pipelines. Finance lives in QuickBooks, handling invoicing, payments, and revenue reports. Without integration, the two systems rarely speak to each other.

The result?

• Missed details: A sales rep may forget to tell finance about discounts or custom terms.

• Duplicate work: Teams waste hours entering the same data twice.

• Customer frustration: Invoices arrive late or contain errors.

When HubSpot and QuickBooks are integrated, all of this changes. Suddenly:

• Deals in HubSpot automatically generate invoices in QuickBooks.

• Payment status updates flow back into HubSpot, so sales knows when to follow up.

• Leadership sees the full customer journey—from marketing touchpoints to paid invoices—without jumping between systems.

This isn’t just convenience; it’s a competitive advantage.

What the HubSpot and QuickBooks Integration Actually Does

The integration isn’t just a connector—it’s a bridge. Here’s what you can do once the systems are working together:

• Automated invoicing: Close a deal in HubSpot, and QuickBooks instantly creates an invoice with all the right products, quantities, and terms.

• Customer sync: Contacts and companies in HubSpot automatically appear in QuickBooks, ensuring both sales and finance are working from the same records.

• Payment visibility: If a customer pays (or doesn’t pay), HubSpot reflects that payment status, so account managers can follow up.

• Product alignment: Your HubSpot product library can sync with QuickBooks items, keeping billing consistent with sales quotes.

• Reports that matter: Imagine being able to filter your marketing reports by “customers who have paid” or tracking churn by invoice data. That’s possible when the systems talk to each other.

In short, the integration brings two of the most critical business functions—revenue generation and revenue collection—under one roof.

Integration Options: From Plug-and-Play to Custom Solutions

Not every business needs the same setup. The HubSpot and QuickBooks integration can be as simple or as sophisticated as you need.

1. Native HubSpot Integration (QuickBooks Online only)

   • Available in the HubSpot App Marketplace.

   • Ideal if you use QuickBooks Online and want a straightforward way to sync contacts, invoices, and payment status.

   • Quick to set up but comes with limitations (for example, some invoice edits in QuickBooks can break the sync).

2. Third-Party Middleware (Zapier, Make, etc.)

   • Great for lightweight automation, like “create an invoice in QuickBooks when a HubSpot deal hits Closed-Won.”

   • Flexible, but sometimes less reliable for complex financial workflows.

3. Custom API Integrations

   • Perfect for businesses with advanced needs, like multi-currency invoicing, QuickBooks Desktop, or complex approval workflows.

   • Requires technical expertise, but offers full control over how data moves between systems.

As HubSpot partners, we guide you through which option makes the most sense for your workflow, budget, and growth stage.

Limitations to Be Aware Of

Like any technology, the HubSpot and QuickBooks integration isn’t flawless. Some common challenges include:

• Invoice edits: If you change line items or tax settings in QuickBooks after syncing, HubSpot may not update correctly.

• Regional differences: Non-U.S. QuickBooks accounts sometimes run into tax syncing issues.

• Reporting gaps: HubSpot can see invoice status, but deeper accounting data like balance sheets or accruals still live in QuickBooks.

The good news? These challenges aren’t deal-breakers—they just require planning. Our team helps clients design integrations that work around these limitations, whether that means configuring field mappings properly, using middleware, or building custom API solutions.

How We Help: From Planning to Execution

Here’s how we typically approach a HubSpot and QuickBooks integration project:

1. Discovery: We map out how your sales and finance teams currently work, where the bottlenecks are, and what the “ideal state” looks like.

2. Integration Design: Together, we choose the best integration option (native, middleware, or custom).

3. Configuration: We set up field mappings, sync rules, and automation so data flows cleanly between systems.

4. Testing: Before going live, we simulate real-world scenarios—discounted invoices, refunds, multiple currencies—to make sure the sync holds up.

5. Launch & Support: We don’t just connect the systems and walk away. We train your team, monitor the sync, and refine as your business evolves.

The Bottom Line

The HubSpot and QuickBooks integration isn’t just about connecting software—it’s about connecting teams, processes, and data. When sales and finance are aligned, you get faster invoicing, fewer errors, and happier customers.

As HubSpot partners, we’ve helped businesses of all sizes integrate HubSpot and QuickBooks in ways that save time, reduce stress, and accelerate growth.