HubSpot's QuickBooks Online app syncs contacts with QuickBooks customers, products with products and services, and invoices and credit memos, in both directions, and shows payment details on the deal. It is available on every HubSpot plan. It doesn't sync card fees to the invoice, doesn't sync a payment applied to more than one invoice, and only syncs payments made after you connect it. With several locations, check how each deal's invoice reaches the right QuickBooks company before you connect.
Checked against HubSpot's knowledge base article (last updated 21 July 2026) on 14 October 2026. HubSpot changes its integrations often, so the changelog at the end records each update.
What does the HubSpot QuickBooks integration sync?
HubSpot's QuickBooks Online app is available on all HubSpot products and plans, though some features need extra subscriptions. A Super Admin, or a user with App Marketplace permissions, connects it. (HubSpot: connect HubSpot and QuickBooks Online)
| HubSpot | QuickBooks Online | Direction |
|---|---|---|
| Contacts | Customers | Both ways |
| Products | Products and services | Both ways |
| Invoices | Invoices | Both ways |
| Credit memos | Credit memos | One way or both ways, your choice |
| Payment details | Payments | Shown on the invoice and on associated deal records |
HubSpot recommends syncing all your QuickBooks customers into HubSpot as contacts first. It also recommends syncing products from QuickBooks with SKUs on them, because product sync matches on SKU.
What doesn't sync?
HubSpot's article lists these limits:
- Card fees. If you turn on credit card fees in HubSpot's payment settings, the fee won't sync to the invoice in QuickBooks. HubSpot suggests turning the setting off when you use the integration.
- Processing fees. The processing fees for your payment processor in HubSpot, Stripe or HubSpot payments, don't create an expense in QuickBooks automatically. HubSpot's workaround is to add up the fee properties and enter the total as an expense yourself.
- One payment across several invoices. A payment applied to more than one invoice doesn't sync to HubSpot. A credit memo can only be applied to one invoice per payment.
- Older payments. Only payments created after you connect the app sync to HubSpot.
- Edits on one side only. Some changes to an invoice created in HubSpot, such as line items or prices, have to be made in HubSpot, or the invoice fails to sync.
- Outside the US. Most non-US versions of QuickBooks Online need tax on synced invoices. HubSpot invoices can't carry it, so invoice sync doesn't work for them.
- The deal's accounting fields. The app doesn't write to the Accounting deal property group.
Both fees are costs you have paid, and neither shows in QuickBooks until someone enters it.
Does it work with QuickBooks Desktop?
HubSpot's article covers QuickBooks Online only. For QuickBooks Desktop, look at the apps in the HubSpot Marketplace and ask each one what it writes to Desktop and how often.
Where does a payment plan fit?
The integration syncs invoices and their payments. A payment plan adds a schedule: a deposit now and the balance on set dates, each payment recorded against the same invoice as it comes in.
How far HubSpot goes on its own depends on the tool you use and your HubSpot plan. HubSpot payment plans with more than four payments covers the options, and taking a deposit and scheduling the balance from a HubSpot deal walks through the setup.
Whichever you use, check two things in QuickBooks after the first few payments:
- Each payment is applied to the right invoice, with the right customer.
- The open balance on the invoice matches what the customer still owes on the plan.
What if each location has its own QuickBooks company?
A group that runs each location as its own legal entity may keep a separate QuickBooks company for each. Intuit's QuickBooks team says each company you add needs its own paid subscription, though one login can reach them all. (QuickBooks Community: multiple companies under one account)
Then the question is which company each deal's invoice and payments land in. HubSpot's article describes connecting a QuickBooks Online account and setting sync filters. It doesn't cover choosing a company file deal by deal. Ask HubSpot, or the app you use, how that would work for your setup before you connect.
If your locations share one legal entity, one QuickBooks company with a class or location on each transaction may be enough. QuickBooks class vs location, and Xero tracking explains the difference, and one LLC per location covers why some groups split into entities.
The payments side has the same question. A HubSpot account connects one Stripe account. Can you connect multiple Stripe accounts to HubSpot? covers the options.
What should you check before you connect?
- Which QuickBooks company or companies the invoices should land in, location by location.
- Customers and products first. Sync customers into HubSpot and put SKUs on products, as HubSpot recommends, so records match instead of duplicating.
- Invoice numbers. HubSpot recommends turning off custom transaction numbers in QuickBooks so the two systems don't clash.
- Fees. Decide where card and processing fees get recorded, since neither syncs on its own.
- Payment plans. Ask how each scheduled payment is charged and how it reaches the invoice in QuickBooks.
- Reconciling deposits. A Stripe payout is your available balance at the time it's created, after refunds, so one bank deposit rarely matches one invoice. (Stripe: payouts) Reconciling Stripe payouts per location shows how to match them.
Changelog
- 14 October 2026: first published.
Payment plans built from the deal in HubSpot or Pipedrive, with each location paid into its own account and books.
Paycove builds the invoice or the payment plan from the HubSpot deal and posts each payment to the QuickBooks or Xero file for that location.
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