- HubSpot publishes its own QuickBooks Online integration, a HubSpot certified app available on all HubSpot plans.
- It syncs customers, products and services, invoices and credit memos, and you choose the direction for each.
- HubSpot recommends products flow from QuickBooks to HubSpot, matched by SKU.
- Documented limits include payments split across several invoices, card fees, invoice edits made outside HubSpot, custom fields and non-US accounts.
- For most teams it is the right start. Add more only where someone still works by hand.
The invoice that won't match
A customer pays two invoices with one check. Finance records it in QuickBooks. In HubSpot, both invoices still show as unpaid, and the rep sends a polite reminder to a customer who paid last week.
That isn't a bug. It is one of the limits HubSpot documents. Knowing them up front is the difference between a sync that helps and one finance stops trusting.
What HubSpot's integration handles
HubSpot builds the QuickBooks Online integration itself and lists it as a certified app. Installing it takes a HubSpot super admin or a user with App Marketplace permissions. HubSpot's marketplace listing names QuickBooks Online Simple Start, Essentials, Plus and Advanced as supported.
HubSpot's knowledge base lists four records that sync, each with a direction you choose:
- Contacts to QuickBooks customers.
- Products to products and services. HubSpot recommends syncing one way, from QuickBooks to HubSpot, and matches on SKU. By default only products with a SKU sync.
- Invoices to invoices, so an invoice created in HubSpot appears in QuickBooks.
- Credit memos to credit memos.
Payments recorded in QuickBooks can come back to HubSpot and appear on the related deal. Custom field mappings need a paid HubSpot subscription tier.
For a team that bills one invoice per deal, in US dollars, with a tidy product list, that covers most of the work.
Where it stops
HubSpot's own article lists these. They are worth reading before you switch anything on:
- One payment, several invoices. HubSpot says payments associated with multiple invoices don't sync to HubSpot.
- Card fees. If you pass card fees through HubSpot payments, HubSpot says those fees won't sync to invoices in QuickBooks, which can mean reconciling by hand.
- Edits outside HubSpot. Invoices created in HubSpot need to be edited in HubSpot. HubSpot says an edit made elsewhere makes the invoice fail to sync.
- Custom invoice fields. They must be text fields, set to print and turned on for all sales forms, and only the first three are visible.
- Non-US accounts. HubSpot says most non-US versions of QuickBooks Online can't use invoice sync, because they require tax on synced invoices.
- Names must be unique. QuickBooks requires unique display names, so HubSpot advises one billing contact per company.
- History. Only payments created after you connect will sync, to prevent duplicates.
Some needs aren't covered in the article at all, like classes, locations or sub-customers. Check those with a test company file before you rely on them.
Your three options
Use HubSpot's integration as it comes. It is free to install and maintained by HubSpot. If the limits above don't touch how you bill, stop here.
Use a third-party connector or integration platform. Other apps on HubSpot's marketplace and general integration platforms offer different mapping and timing choices. They suit teams with an admin who can own the flows.
Build a custom connection for the part that's yours. This suits companies with milestone billing, multi-invoice payments as a normal pattern, or reporting that pulls from both systems. Our financial reporting page shows where that usually leads.
Often the answer is both: keep HubSpot's sync for contacts and invoices, and build only the piece it leaves behind.
What a custom connection usually adds
- Payments applied across several invoices, shown correctly on each deal.
- Deposits and milestone invoices created from one deal on a schedule you set.
- Class, location or project tags set on each invoice from rules finance agrees.
- A weekly view of what was sold against what was billed and paid, without exporting two spreadsheets.
- A plain list of anything that didn't sync, sent to the person who fixes it.
Each one should replace a step someone does by hand today. If not, leave it out.
Questions to settle before you switch it on
Most problems with this integration come from decisions nobody made. Settle these with whoever runs billing:
- Will invoices be created in HubSpot or in QuickBooks? Pick one. HubSpot-created invoices must be edited in HubSpot.
- Do customers ever pay several invoices at once? If often, plan for how those payments show up on deals.
- Do you pass card fees to customers through HubSpot payments?
- Does every product in QuickBooks have a SKU?
- Which custom invoice fields does finance need, and are they text fields?
- Is your QuickBooks Online account a US version?
- Who will check that synced records still match, and how often?
If most answers are simple, the built-in integration will likely serve you well. If several are awkward, that tells you exactly where the extra work sits, and how small it can stay.
Who owns the access
Your HubSpot admin installs the app, and your QuickBooks admin approves the connection to your company file. Anything custom should run under access your company creates and can revoke. Intuit asks every app that reaches live QuickBooks data to complete its app assessment, and HubSpot changed how private connections to your own account are created in late 2026.
Our guide to when an integration needs the vendor's approval covers both.
What most guides miss
Add SKUs before you connect. Products without them won't sync by default, and adding them later means cleanup on both sides.
Agree where invoices are edited. If finance fixes invoices in QuickBooks out of habit, the sync breaks. Write the rule down.
Test with last month's real billing. Run a month of actual invoices and payments through a test setup. The awkward cases show up quickly.
Turn on one record at a time. Start with contacts and products, check them for a week, then add invoices. Problems are easier to trace when only one thing changed.
How we do it
We start with a free intro call and look at what finance fixes by hand today. Then we work alongside your HubSpot admin and bookkeeper, keep HubSpot's integration where it fits, and build only what it leaves behind. More on our HubSpot and QuickBooks pages.
