HubSpot to QuickBooks Desktop Order to Cash

Introduction

This guide will help you set up and run the HubSpot to QuickBooks Desktop Integration using DBSync Cloud Workflow. The integration comes preconfigured with field-level mappings, while also allowing for full customization to suit complex mapping scenarios. Whether you're syncing customer and order data or aligning financial documents, this template helps automate and streamline the order-to-cash process.

DBSync’s Cloud Agent handles the secure data transfer between HubSpot’s cloud platform and your on-premises QuickBooks Desktop instance. You’ll also benefit from continuous updates that keep your integration aligned with new features and enhancements. Use this manual as your step-by-step guide to connect, configure, and manage the integration—minimizing manual data entry and improving operational efficiency across sales and finance.

Prerequisites

Before setting up the integration, ensure you have the following:

• Active Accounts for HubSpot and QuickBooks Desktop.

• DBSync Cloud Workflow Subscription with the appropriate integration template.

• QuickBooks Web Connector installed and configured.

• Admin Access to HubSpot and QuickBooks Desktop.

Setting Up the Integration

Step 1: Connect HubSpot & QuickBooks Desktop

1. Navigate to Template Library and select HubSpot to QuickBooks Desktop Order to Cash.

1. Click Import to download the template.

2. Provide authentication credentials for QuickBooks Desktop and Hubspot.

1. Use the QuickBooks Web Connector to establish a secure connection.

Step 2: Configure Integration Settings

1. Define data mappings between HubSpot and QuickBooks Desktop fields.

2. Set up synchronization schedules for real-time or batch processing.

3. Configure filters and conditions to control data flow.

4. Save and test the integration setup.

Step 3: Perform Initial Sync

1. Define data mappings between HubSpot and QuickBooks Desktop fields.

1. Setup Variables - Define the values for variables based on your company's specific use case.

2. Click Next to proceed further.

3. Click Run Now to complete the Integration.

4. Verify the data flow by checking records in QuickBooks Desktop.

Data Flow

Entities Synced

Process Flow

1. Customer Creation: HubSpot Companies or Contacts sync as Customers in QuickBooks Desktop.

2. Order Creation: HubSpot Deals create SalesReceipts or Estimates in QuickBooks Desktop.

3. Invoice Processing: HubSpot Invoices convert into QuickBooks Desktop Invoices.

Monitoring & Troubleshooting

Monitoring Sync Logs

• Navigate to Logs & Reports in DBSync.

• Review synchronization history and identify errors.

• Use Retry Failed Records for reprocessing.

By following this guide, users can successfully integrate HubSpot with QuickBooks Desktop to automate order-to-cash processes, enhance efficiency, and eliminate manual data entry. For additional customization or troubleshooting, refer to DBSync’s support portal.