Connect QuickBooks and HubSpot so sales and money finally match

The deal closes in HubSpot. Then someone re-enters the same customer, the same line items, and the same amounts into QuickBooks to raise the invoice. Later, someone else checks QuickBooks to see if it was paid, and updates the CRM by hand — or doesn't, and now the two systems disagree.

Connecting the two kills that double entry. Here are your options, simplest first.

Your three options

1. 01

   The native HubSpot–QuickBooks integration

   Best for: HubSpot's own QuickBooks Online app can show invoices on contact records and create basic invoices from deals. If your billing is simple and one-directional, start here — it's included with your subscriptions.

   The catch: Field mapping is rigid, complex line items and part-payments get messy, and it won't drive your workflow (deposits, progress billing, payment-status automations back into the CRM).

2. 02

   Zapier or Make

   Best for: Simple triggers — deal moves to "closed won," create a draft invoice. Fine for low volume and simple products.

   The catch: Two-way sync (payment status flowing back to HubSpot, customers deduplicated across both systems) is where zaps get fragile and expensive.

3. 03

   A custom-built integration

   Best for: Closed deal becomes a correct invoice — right customer, right line items, deposits and progress billing handled — and payment status flows back so your pipeline shows what's actually been paid. This is what I build.

   The catch: A built project, so it earns its cost when invoicing volume or complexity is real. If you raise four simple invoices a month, the native app is probably enough.

What I build for QuickBooks + HubSpot

• Closed-won deals in HubSpot become correct QuickBooks invoices automatically — no re-keying
• Payment status flows back to HubSpot, so sales sees what's been paid without asking accounting
• Customers matched and deduplicated across both systems
• Deposits, progress billing, and part-payments handled the way your business actually bills
• Overdue-invoice follow-ups drafted in Gmail for approval

Common questions

Doesn't HubSpot already integrate with QuickBooks?

There's a native app, and for simple one-way invoicing it may be all you need — try it first. A custom integration is for when you need two-way sync, your line items or billing structure don't fit the native mapping, or you want payment events to drive follow-up automatically.

Does this work with QuickBooks Desktop or only Online?

QuickBooks Online is the straightforward case and what most clients run. Desktop is possible but harder — if you're on Desktop, mention it and I'll give you a straight answer before anything is scoped.

Will it mess up my books?

The integration creates drafts and follows your accountant's rules for accounts and tax codes — and anything ambiguous gets flagged for a human instead of guessed at. Your accountant stays in control of what posts.

Do I have to migrate anything?

No. Both systems stay exactly as they are; the integration runs between them using the official APIs on your own accounts.