The HubSpot integration with QuickBooks that most teams start with is HubSpot's own QuickBooks Online app, from the HubSpot Marketplace. The other real way is a Zapier zap. Both move customers and invoices between the two. Where they stop: refunds and card fees don't come across, a payment split over several invoices doesn't come back to HubSpot, and nothing tells you when a deal was won but never billed. AI agents do the moving and that check, and tell your team what doesn't match.
Why the HubSpot integration with QuickBooks matters
Sales closes the deal in HubSpot. Then someone has to make the customer and the invoice in QuickBooks, and later tell sales the invoice was paid. When that is done by hand, invoices go out late, names get typed two ways, and sales calls a customer about money they already paid.
So "connected" has to mean three things. Each won deal turns into an invoice in QuickBooks with the right customer and the right items. Each payment in QuickBooks shows up on the deal in HubSpot. And someone checks the two still match, because they drift apart over time, and nobody notices until a customer gets the wrong call.
Two ways to connect HubSpot and QuickBooks
One is built by HubSpot. The other uses Zapier.
HubSpot's QuickBooks Online app
- How it works
- You install the QuickBooks Online app from the HubSpot Marketplace and sign in to QuickBooks. Then you set which things move and in which direction: HubSpot contacts and QuickBooks customers, products, invoices and credit memos. You can also see payments on the deal in HubSpot.
- Good for
- HubSpot teams who make invoices in HubSpot and want them in QuickBooks Online without typing them twice.
- Where it breaks
- HubSpot's help lists real limits. Adding a line, changing a price or adding tax in QuickBooks to an invoice that came from HubSpot makes it fail to sync. Refunds, deleted invoices and payment fees don't come across. A payment split over several invoices doesn't come back. In the HubSpot Marketplace the app is rated 2.1 out of 5 from 106 reviews.
A Zapier zap
- How it works
- Zapier has ready templates for the two, like Create QuickBooks invoices from won HubSpot deals, Create HubSpot deals for new QuickBooks Online invoices, and Create new HubSpot companies from newly added QuickBooks Online customers. Each zap runs when its trigger happens.
- Good for
- Teams who want one simple step, like an invoice when a deal is won, and don't use HubSpot invoices.
- Where it breaks
- QuickBooks Online is a Premium app on Zapier. Each zap is one trigger and one action, so a deal with several products, a discount and tax is a lot of setup. A zap that fails doesn't tell sales or your bookkeeper.
Arkeo agents
- How it works
- Agents read each won deal in HubSpot, build and send the invoice in QuickBooks with the right customer and items, check each day which invoices are paid and which are not, and log what's paid as a note on the HubSpot deal.
- Good for
- Teams where invoices have to go out the day the deal closes, and nobody has the hours to check both programs.
- Where it breaks
- Anything your rules keep for a person, like a large discount or a deal with no price, goes to your team in one message before anything is billed.
Set up HubSpot's QuickBooks Online app: the five steps
These follow HubSpot's own help page. Open it for the screens.
- 1Get QuickBooks ready first
Turn off Custom transaction number in QuickBooks Online so invoice numbers don't clash, and turn on the setting that locks closed periods. Add a SKU to each product, because the app matches products by SKU.
- 2Install the app
In the HubSpot Marketplace, search for QuickBooks Online, click Install, then Connect to QuickBooks Online. You need to be a Super Admin or have App Marketplace permissions.
- 3
Set what goes which way
In Connected apps, open QuickBooks Online, then the CRM syncs tab, and click Set up your sync. Pair contacts with customers, products, invoices and credit memos, and set the direction of each.
- 4
Settle who wins and what moves
Under Data conflict resolution, say whether HubSpot or QuickBooks wins when they differ. Check the filters on the Limit screen, then turn the sync on.
- 5
Test it with one deal
Make one invoice in HubSpot and check it lands in QuickBooks with the right customer, items and income account. Then record a payment in QuickBooks and check it comes back to HubSpot.
Where the HubSpot and QuickBooks integration stops
The app moves invoices and payments. What it leaves behind is a list of jobs someone still does by hand. HubSpot's own invoice guide says refunds against payments don't sync, deleting an invoice doesn't sync, and Stripe or HubSpot Payments fees don't become an expense in QuickBooks. So your bookkeeper adds the fees by hand, records each refund in both programs, and deletes a canceled invoice in both places.
Payments are the next gap. Only payments made after you connect come back to HubSpot. When a customer pays several invoices with one payment in QuickBooks, that payment doesn't sync, so HubSpot can still show those invoices as unpaid. Changes from QuickBooks come back only every 30 minutes, and an invoice that came from QuickBooks isn't tied to a deal on its own. That is how sales ends up calling a customer about money already paid.
Customers are the third. QuickBooks needs each customer name to be different, so HubSpot says to make only one contact per company the billing contact. Skip that, and two contacts from one company clash in QuickBooks. The reviews say the same things. HubSpot's own summary of the 106 Marketplace reviews names duplicate records, mapping errors and tax outside the U.S., and the topics raised most are invoice sync reliability, field mapping and two-way sync. Three in four ratings are one or two stars.
The agents that do it
Each agent does one job from start to finish, in your own HubSpot and QuickBooks. Your team talks to them in Slack or Teams.
Your CRM stays right without anyone typing.
- Logs emails and callsas they happen
- Checks off the task when the reply landsright away
- Moves the deal to the right stageper deal
Bills go out on time, and late payers get caught.
- Checks finished work against each client's planat month end
- Builds the invoiceper client
- Flags unpaid invoicesevery week
Questions
Is my customers' information safe?
Yes. Agents work in your own HubSpot and QuickBooks and see only what their job needs. Customer details never go into public AI. Agents connect to AI through business-grade connections audited under SOC 2.
Does HubSpot integrate with QuickBooks?
Yes. HubSpot makes its own QuickBooks Online app, which you install from the HubSpot Marketplace. It can match contacts with customers, and move products, invoices and credit memos between the two.
Does the HubSpot and QuickBooks integration work outside the U.S.?
You can connect it, but HubSpot's help says most QuickBooks Online versions outside the U.S. need tax on each invoice. HubSpot invoices can't be made with that tax, so those accounts can't use the invoice part.
How often does HubSpot send changes to QuickBooks?
HubSpot's help says changes from HubSpot reach QuickBooks within a few minutes, and changes from QuickBooks come back every 30 minutes. The Sync now button on the CRM syncs tab runs it right away.
What does it cost?
You get the price on the call, along with the hours it saves your team.