How do you know HubSpot and QuickBooks still agree on what was invoiced and paid? Short answer: you only know if one named person checks it every month, because the HubSpot QuickBooks integration moves records but nobody owns the question of whether they match.
Who on your team notices when a deal says closed won and the QuickBooks invoice is still open? If the answer is “whoever happens to look”, the sync is not the problem. Here is a monthly routine for teams that run both systems.
What the HubSpot QuickBooks integration does and does not sync
According to HubSpot’s setup guide, the integration keeps customer, product, invoice and payment data aligned, and you choose one-way or two-way sync per object. Sales and finance can see payment information on associated deal records.
The same guides list what does not move on its own:
- Invoices synced from QuickBooks Online are not automatically associated with a HubSpot deal (invoice sync guide).
- Refunds against payments do not sync automatically, and the delete action in HubSpot does not sync to QuickBooks Online.
- Payments associated with multiple invoices in QuickBooks Online do not sync to HubSpot.
- Only payments created after you connect the app sync to HubSpot.
- The QuickBooks Online app does not write data to the Accounting deal property group, so do not build reports on those properties.
- Credit card fees turned on in HubSpot payment settings do not sync to invoices in QuickBooks Online.
Together these mean that after a few months a deal, its invoice and its payment can tell three different stories, and no error message will say so.
Who this matters for
Founders and CFOs who read revenue from HubSpot dashboards and cash from QuickBooks. Heads of sales whose commission or quota depends on “paid”, not “closed won”. RevOps or admins who set up the sync once and were never asked to look at it again. If you mix invoices created in HubSpot with invoices created in QuickBooks, the gap grows faster, because the QuickBooks ones are not linked to deals.
What to check in your portal every month
- Go to Revenue > Invoices (or More > Revenue > Invoices). If any invoice failed to sync, a banner shows at the top of the index page. Click Sync failure details to open the Failing to sync panel (troubleshooting guide).
- Fix the common causes listed there: the contact on the invoice does not share the email address of the QuickBooks customer, or the invoice number is already used by another invoice or credit memo in QuickBooks.
- Open Settings > Integrations > Connected apps > QuickBooks Online and review the sync statuses on the CRM syncs tab. Confirm each object still syncs in the direction you intended.
- Pull one list from HubSpot: deals closed won last month with their associated invoices and invoice status. Pull one export of invoices and payments for the same month from QuickBooks. Compare three things: closed won deals with no invoice, invoices paid in one system and open in the other, and refunds or deleted invoices that only happened on one side.
- Write every mismatch in one shared note with a decision: fix in HubSpot, fix in QuickBooks, or accept and explain.
Before the first sync: test what QuickBooks does with an imported invoice
A recurring complaint in community threads is that customers received emails nobody planned to send after invoices arrived in QuickBooks. HubSpot’s guides do not describe how QuickBooks handles delivery of synced invoices, so do not assume. Sync one internal test invoice first, look at what QuickBooks did with it, and only then turn on the full sync. HubSpot also recommends turning off the Custom transaction number setting in QuickBooks Online to avoid conflicting invoice numbers.
Our take
Most HubSpot problems are process problems, not tool problems, and this is a clean example. The connector does its job. What is missing is a definition of “done”: in most portals we open, closed won means the contract is signed, finance thinks of done as cash received, and nobody wrote down which one the dashboard shows.
Fix that first. Decide which system is the source of truth for invoiced and paid, name one person who runs the monthly check, and give them the authority to correct records in both systems. Usually that is a RevOps lead or a finance manager, not the HubSpot admin alone. If nobody can own it, keep the sync one-way and keep revenue reporting in the accounting system until someone can. The same monthly check works for any one-way billing sync, Stripe included. If your lifecycle stages already drift, see how we separate lifecycle stage and lead status, and run our HubSpot audit checklist once before you start.
Second opinion
Ran a check and not sure what it means?
Send us your numbers and we will tell you what we would fix first.
FAQ
How do I check if HubSpot invoices synced to QuickBooks?
Open the invoice preview panel and look at the Integrations sync card, which shows whether the sync succeeded. For all invoices at once, look for the failure banner on the invoices index page and open the Failing to sync panel in the QuickBooks integration settings.
Why don’t my HubSpot deals match my QuickBooks invoices?
Usually because some records never cross over. Invoices created in QuickBooks are not linked to deals automatically, refunds and deletes do not sync, and payments split across multiple invoices do not reach HubSpot. A monthly comparison catches these.
Can I use the Accounting deal properties for revenue reports?
Not with this integration. The QuickBooks Online app does not write to the Accounting deal property group, and HubSpot recommends building reports and workflows on the invoice object instead.
This week, pick the owner and put a recurring monthly slot in their calendar. Run the five steps once on last month’s data. The first run shows you how far the two systems have drifted.
Alignify
On this page
Get the audit checklist
All 25 checks as a spreadsheet with auto-scoring.
Talk to Alignify
45 minutes, your portal on screen, no slides. We show what we would fix first.