The most popular small business accounting software with invoicing, expense tracking, payroll, and tax preparation features.
Full ReviewThe QuickBooks to HubSpot CRM workflow connects accounting and financial management with customer relationship management. QuickBooks handles invoicing, payment tracking, expense management, and financial reporting, while HubSpot CRM manages the customer lifecycle — contacts, companies, deals, and pipeline. This integration gives sales teams visibility into customer payment status, invoice history, and financial health directly within the CRM, enabling better-informed sales conversations and proactive account management.
HubSpot offers a native QuickBooks Online integration available in the HubSpot App Marketplace. The integration syncs contacts and companies bidirectionally, creates QuickBooks invoices directly from HubSpot deals, and displays payment status on the HubSpot contact and deal timeline. The integration is available on HubSpot Starter plans and above. For advanced use cases like custom financial data syncing or QuickBooks Desktop connectivity, Zapier and third-party tools like Breadwinner or SyncQ provide additional integration options.
The business outcome is a unified view of the customer's business relationship — from initial sale through payment collection. Sales reps can see outstanding invoices before making upsell calls, avoiding awkward situations where they pitch a customer who has unpaid bills. Finance teams can see CRM deal context on invoices. And leadership gets dashboards that combine pipeline forecasts with actual collected revenue, creating a more accurate picture of business health.
| Step | Tool | Action | Connection to Next Step |
|---|---|---|---|
| 1 | HubSpot CRM | Deal closed, invoice needed for customer | Native integration creates QuickBooks invoice from deal data |
| 2 | QuickBooks | Invoice created, sent to customer, payment tracked | Payment status synced back to HubSpot deal and contact timeline |
In HubSpot, navigate to Settings > Integrations > App Marketplace and search "QuickBooks." Install the QuickBooks Online integration and authenticate with your QuickBooks account credentials. During setup, configure the data sync settings: choose bidirectional contact sync (HubSpot contacts sync to QuickBooks customers and vice versa) and map fields. Essential mappings include: HubSpot Company Name to QuickBooks Customer Name, HubSpot Email to QuickBooks Email, HubSpot Phone to QuickBooks Phone, and HubSpot Billing Address to QuickBooks Billing Address.
Configure the invoice creation settings. HubSpot's QuickBooks integration allows creating invoices directly from HubSpot deals. Map HubSpot deal line items to QuickBooks products/services. Set default QuickBooks terms (Net 30, Net 60, Due on Receipt), sales tax settings, and the QuickBooks income account for revenue categorization. If your deals include multiple line items with different tax treatments, configure the mapping to handle this correctly.
Set up HubSpot custom properties to receive QuickBooks financial data. Create properties on the Contact and Company objects: "QB Total Outstanding" (currency), "QB Last Payment Date" (date), "QB Payment Status" (dropdown: Current, 30 Days Overdue, 60 Days Overdue, 90+ Days Overdue), and "QB Lifetime Revenue" (currency). These properties can be populated via the native integration or Zapier and used in HubSpot workflows, views, and reports.
When a HubSpot deal is marked as Closed Won, create the QuickBooks invoice directly from HubSpot. Click "Create Invoice" on the deal record — HubSpot populates the invoice with deal line items, customer information, and deal amount. Review the invoice in the HubSpot panel, adjust if needed, and send it to the customer via QuickBooks' email delivery. The invoice appears in both QuickBooks and on the HubSpot deal timeline.
In QuickBooks, manage the payment lifecycle: track when invoices are viewed by customers, record partial and full payments, handle payment disputes, and manage overdue collections. As payment events occur in QuickBooks, the HubSpot integration syncs status updates back to the deal and contact records. Sales reps can see on any contact record whether payments are current or overdue without logging into QuickBooks.
Set up QuickBooks automated payment reminders for overdue invoices. QuickBooks can send email reminders at 3, 7, and 14 days past due. Complement these with HubSpot workflows: when "QB Payment Status" changes to "30 Days Overdue," create a HubSpot task for the account manager to make a courtesy call. When "60 Days Overdue," escalate to the finance team with an automated email. This dual-system approach combines QuickBooks' financial communication with HubSpot's relationship management for effective collections.
From HubSpot to QuickBooks: contact and company data (name, email, phone, address), deal data for invoice creation (line items, amounts, terms), and product/service information. Invoices are created in QuickBooks from HubSpot deal data.
From QuickBooks to HubSpot: invoice status (draft, sent, viewed, partially paid, paid, overdue), payment data (amount paid, payment date, payment method), outstanding balance, customer financial summary (total invoiced, total received, total outstanding), and credit notes or refunds. Payment status syncs within 15-30 minutes of the QuickBooks event.
Consulting firm billing: A consulting firm closes project deals in HubSpot with milestone-based payment terms. Each milestone creates a QuickBooks invoice. The project manager sees payment status for all milestones on the HubSpot deal, ensuring the next project phase does not start until the previous milestone is paid. Overdue payments trigger escalation workflows that involve both the account manager and finance team.
SaaS subscription management: A SaaS company creates annual subscription invoices from HubSpot deals. QuickBooks tracks payment and sends receipts. When a customer's payment fails or becomes overdue, HubSpot workflows pause all upsell and cross-sell automation for that contact and alert the account manager. Once payment is received, the commercial relationship workflows resume automatically.
Agency client health dashboard: A marketing agency combines QuickBooks payment data with HubSpot pipeline data in a custom dashboard. Leadership sees a single view: revenue pipeline (from HubSpot deals), invoiced revenue (from QuickBooks invoices), collected revenue (from QuickBooks payments), and outstanding receivables. This financial visibility enables better cash flow forecasting and resource planning.
Manually creating invoices in QuickBooks from CRM deal data takes 10-15 minutes per invoice (data lookup, manual entry, verification). The one-click invoice creation from HubSpot reduces this to 2-3 minutes, saving 8-12 minutes per deal. For a team closing 50 deals monthly, this saves 6-10 hours monthly. Sales reps checking QuickBooks for payment status before customer calls spend 3-5 minutes per lookup — CRM-embedded financial data eliminates this for 5-10 lookups daily, saving 15-50 minutes daily. Automated overdue payment workflows replace 2-3 hours weekly of manual collections follow-up. Monthly savings: 20-35 hours for a mid-size sales team.
Xero integrates with HubSpot via native apps and Zapier with similar invoicing and payment tracking capabilities. FreshBooks offers a lighter-weight invoicing tool with HubSpot integration for smaller businesses. For teams using Salesforce instead of HubSpot, QuickBooks integrates via the Salesforce AppExchange with deeper financial reporting. HubSpot's built-in Commerce Hub provides native invoicing and payment processing within HubSpot, potentially eliminating the need for QuickBooks for invoice management (though not replacing QuickBooks for full accounting). Zoho Books plus Zoho CRM provides an all-in-one alternative within the Zoho ecosystem.
