HubSpot to QuickBooks Desktop Order to Cash

Learn how to utilize Dbsync's HubSpot to QuickBooks Desktop Order to Cash template

Introduction

This user manual provides step-by-step instructions for setting up and using the HubSpot to QuickBooks Desktop Order to Cash Integration via DBSync Cloud Workflow. This integration enables seamless synchronization of customer data, sales orders, invoices, and payments between HubSpot and QuickBooks Desktop, streamlining the order-to-cash process.

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.

2. Setting Up the Integration

Step 1: Connect HubSpot & QuickBooks Desktop

1. Log in to DBSync Cloud Workflow.

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

3. Click Import to download the template.

4. Provide authentication credentials for HubSpot and QuickBooks Desktop.

5. 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. Navigate to the Sync Dashboard in DBSync.

2. Click Run Now to initiate the first data transfer.

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

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3. Data Synchronization Workflow

Entities Synced

HubSpot Data	Sync Direction	QuickBooks Desktop Data
Companies	→	Customers
Deals	→	Sales Orders
Invoices	→	Invoices
Payments	→	Payments

Process Flow

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

2. Order Creation: HubSpot Deals create Sales Orders in QuickBooks Desktop.

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

4. Payment Sync: Payments from HubSpot are posted as received payments in QuickBooks Desktop.

4. Monitoring & Troubleshooting

Monitoring Sync Logs

• Navigate to Logs & Reports in DBSync.

• Review synchronization history and identify errors.

• Use Retry Failed Records for reprocessing.

Common Issues & Fixes

Issue	Cause	Solution
Customer Not Syncing	Missing required fields in HubSpot	Ensure mandatory fields are filled
Sales Order Not Created	Deal missing associated customer	Link deal to a valid company in HubSpot
Payment Not Syncing	Payment method mismatch	Verify payment mappings

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.