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DocumentationStructur for QuickbooksConfigurationDefault Settings

Default Settings

After connecting to QuickBooks, you can configure default settings to streamline invoice creation. Default tax codes and products are pre-selected when creating invoices, saving time and ensuring consistency.

Overview

Default settings are optional but recommended. They provide:

  • ✅ Faster invoice creation (fewer clicks)
  • ✅ Consistency across invoices
  • ✅ Reduced user errors
  • ✅ Better user experience

Configuration Time: 3-5 minutes

Prerequisites

Before configuring defaults:

  • Successfully connected to QuickBooks
  • Super Admin permissions in HubSpot
  • At least one tax code in QuickBooks (for default tax code)
  • At least one product/service in QuickBooks (for default product)

What Are Default Settings?

Default Tax Code

What it is: A tax code from your QuickBooks company that’s automatically pre-selected when creating invoices.

Examples:

  • “Sales Tax” - For taxable sales
  • “Non-Taxable” - For tax-exempt sales
  • “Tax Exempt” - For exempt customers
  • “Out of State” - For interstate sales

How it works:

  1. You configure a default tax code in settings
  2. When user creates an invoice, that tax code is pre-selected
  3. User can change it if needed (not locked)

Benefits:

  • Most invoices use the same tax code → defaults save time
  • Reduces errors (users forget to select tax code)
  • Ensures consistency

Default Product

What it is: A product or service from your QuickBooks company that’s automatically pre-selected for invoice line items.

Examples:

  • “Services” - For service-based businesses
  • “Consulting” - For consulting firms
  • “Sales” - For product sales
  • “General” - Generic catch-all

How it works:

  1. You configure a default product in settings
  2. When user creates an invoice, that product is pre-selected
  3. User can change it if needed (not locked)

Benefits:

  • Simplifies invoice creation (one less dropdown to select)
  • Useful when most invoices use the same product category
  • Consistent categorization in QuickBooks

Accessing Default Settings

Step 1: Navigate to Settings

  1. In HubSpot, go to Settings (gear icon)
  2. Navigate to Integrations → Connected Apps
  3. Click on QuickBooks Invoicing
  4. Settings page opens

Step 2: Open Defaults Tab

  1. Click the Defaults tab
  2. You should see:
    • Default Tax Code dropdown
    • Default Product dropdown
    • Save button

Note: You must be connected to QuickBooks first. If not connected, the dropdowns will be empty.

Configuring Default Tax Code

Step 1: View Available Tax Codes

  1. Click the Default Tax Code dropdown
  2. You’ll see a list of tax codes from your QuickBooks company

Tax code format:

Tax Code Name (Rate)

Examples:

  • Sales Tax (8.5%)
  • Non-Taxable (0%)
  • Out of State Tax (0%)

Step 2: Select Your Default

  1. Choose the tax code you use most frequently
  2. Click to select it

Decision criteria:

  • Most common: Which tax code do you use for 80%+ of invoices?
  • Safest default: If unsure, choose “Non-Taxable” (users can change to taxable as needed)
  • Regional: Choose your primary sales tax rate

Examples by business type:

  • B2B Services: Often “Non-Taxable” or “Tax Exempt”
  • B2C Sales: Your local sales tax rate
  • Interstate: “Out of State” or “Non-Taxable”
  • International: “Non-Taxable”

Step 3: Save Default Tax Code

  1. Click Save button
  2. Wait for confirmation: “Settings saved successfully”

Effect: All future invoice creations will pre-select this tax code.

Configuring Default Product

Step 1: View Available Products

  1. Click the Default Product dropdown
  2. You’ll see products and services from your QuickBooks company

Product types shown:

  • Products (physical goods)
  • Services
  • Non-inventory items
  • Bundles

Format:

Product/Service Name

Step 2: Select Your Default

  1. Choose the product/service you use most frequently
  2. Click to select it

Decision criteria:

  • Single service business: Your primary service (e.g., “Consulting”)
  • Multiple services: Generic category (e.g., “Services”)
  • Product sales: Most common product or “General Sales”
  • Mixed business: Broadest category

Examples by business type:

  • Consulting: “Consulting Services”
  • Software: “Software License” or “SaaS Subscription”
  • Retail: “Sales” or “General Product”
  • Professional Services: “Professional Services”

Step 3: Save Default Product

  1. Click Save button (if not already saved)
  2. Confirmation: “Settings saved successfully”

Effect: All future invoice line items will pre-select this product.

Verifying Default Settings

After saving, verify your defaults are active:

Test 1: Check Settings Display

  1. Refresh the Defaults tab
  2. Verify selected values persist:
    • Default tax code shows your selection
    • Default product shows your selection

Test 2: Create Test Invoice

  1. Navigate to a deal record

  2. Click QuickBooks Invoices tab

  3. Click Create Invoice

  4. In the invoice creation modal, verify:

    • Tax code dropdown: Pre-selected with your default
    • Product dropdown: Pre-selected with your default (when adding line items)

  5. Cancel the invoice (no need to create)

Success: Defaults are working if the dropdowns are pre-selected.

Managing Defaults

Changing Defaults

To update your defaults:

  1. Go to settings Defaults tab
  2. Select different tax code or product
  3. Click Save
  4. New defaults apply immediately to all future invoices

Effect on existing invoices: None. Only new invoices use updated defaults.

Clearing Defaults

To remove defaults (force users to select manually):

  1. Go to settings Defaults tab
  2. Select the first/empty option in dropdown (if available)
  3. Or contact support to clear defaults

Effect: Invoice creation will require manual selection of tax code and product.

Per-Invoice Override

Users can override defaults for individual invoices:

  1. During invoice creation
  2. Change the pre-selected tax code or product
  3. Override applies only to that invoice
  4. Next invoice reverts to defaults

Use case: Most invoices use sales tax, but occasionally you have tax-exempt customers.

Default Settings Best Practices

Choosing the Right Defaults

✅ Do:

  • Choose the tax code used by 80%+ of your invoices
  • Select the most common product/service
  • Consider your primary business type
  • Think about user convenience
  • Test with a few invoices before committing

❌ Don’t:

  • Choose a rarely-used tax code
  • Select a product that’s only for special cases
  • Set defaults and forget to review them
  • Use defaults if every invoice is unique

When to Use Defaults

Good scenarios for defaults:

  • ✅ Most invoices use the same tax code
  • ✅ Single-service business (e.g., only consulting)
  • ✅ Large sales team needing consistency
  • ✅ New users who might forget to select tax code

When defaults may not help:

  • ❌ Every invoice has different tax treatment
  • ❌ Wide variety of products/services
  • ❌ Users prefer manual selection
  • ❌ Regional differences in tax codes

Updating Defaults

Review defaults:

  • Quarterly: Check if business has changed
  • After tax rate changes: Update default tax code
  • When adding new services: Update default product if it becomes primary
  • Based on user feedback: Ask sales team if defaults are helpful

Tax Code Details

What Are QuickBooks Tax Codes?

Tax codes define how sales tax is calculated on invoices:

Components:

  • Name (e.g., “Sales Tax”)
  • Tax rate (e.g., 8.5%)
  • Tax agency (where tax is remitted)
  • Applicable regions

Types:

  • Taxable: Applies sales tax (e.g., “Sales Tax 8.5%”)
  • Non-Taxable: No tax applied (0%)
  • Tax Exempt: Customer is exempt from tax
  • Out of State: Interstate sales (often 0%)

Creating Tax Codes in QuickBooks

If you need to create tax codes:

  1. Log into QuickBooks Online
  2. Go to Taxes → Sales Tax
  3. Click Add/Edit Tax Rates and Agencies
  4. Click New
  5. Enter tax details:
    • Name
    • Rate
    • Agency
  6. Click Save

Tax code will appear in HubSpot settings within a few minutes.

Product Details

What Are QuickBooks Products/Services?

Products and services categorize line items on invoices:

Product Types:

  • Service: Labor, consulting, professional services
  • Non-Inventory: Items you don’t track inventory for
  • Inventory: Physical products with stock tracking
  • Bundle: Group of products/services sold together

Used for:

  • Invoice line item categorization
  • Revenue tracking by category
  • Financial reporting

Creating Products in QuickBooks

If you need to create products:

  1. Log into QuickBooks Online
  2. Go to Sales → Products and Services
  3. Click New
  4. Select type: Service, Non-Inventory, Inventory, or Bundle
  5. Enter details:
    • Name
    • Description (optional)
    • Price (optional - can override on invoice)
    • Income account
  6. Click Save

Product will appear in HubSpot settings within a few minutes.

Troubleshooting Default Settings

Cause: Not connected to QuickBooks, or QuickBooks has no tax codes/products

Solutions:

  1. Verify connection in Authentication tab (status should be “Connected”)
  2. Check if QuickBooks company has tax codes:
    • Log into QuickBooks → Taxes → Sales Tax
    • At least one tax code should exist
  3. Check if QuickBooks has products:
    • QuickBooks → Sales → Products and Services
    • At least one product/service should exist
  4. If missing, create them in QuickBooks
  5. Refresh HubSpot settings page

Settings Won’t Save

Cause: Network issue, not connected to QuickBooks, or validation error

Solutions:

  1. Verify QuickBooks connection (must be connected first)
  2. Check network connection
  3. Try different browser
  4. Refresh page and try again
  5. Check browser console for errors
  6. Contact support if persists

Defaults Not Appearing on Invoices

Cause: Settings not saved, browser cache, or modal not refreshed

Solutions:

  1. Verify settings are saved (refresh Defaults tab, check selections persist)
  2. Hard refresh browser (Ctrl+Shift+R / Cmd+Shift+R)
  3. Clear browser cache
  4. Open a different deal and try creating invoice
  5. Sign out and sign back in to HubSpot

Tax Code Shows 0% But Should Be Higher

Cause: Incorrect tax code selected, or QuickBooks tax code misconfigured

Solutions:

  1. Verify you selected the correct tax code in defaults
  2. Log into QuickBooks → Taxes → Check tax rates
  3. Update tax code in QuickBooks if rate is wrong
  4. Re-select default tax code in HubSpot settings
  5. Test with new invoice

Default Settings and User Experience

For Sales Users

When defaults are configured:

Creating an invoice:

  1. Open deal, click QuickBooks Invoices tab
  2. Click “Create Invoice”
  3. Tax code already selected (can change if needed)
  4. Add line items → Product already selected (can change if needed)
  5. Fewer clicks, faster invoice creation

Without defaults:

  1. Must manually select tax code every time
  2. Must manually select product for every line item
  3. More clicks, slower process
  4. Higher chance of forgetting to select tax code

For Administrators

Benefits:

  • Enforce consistency (most users use defaults)
  • Reduce support requests (“Which tax code should I use?”)
  • Simplify training (less to explain)
  • Improve data quality (consistent categorization)

Tradeoffs:

  • Users might forget they can change defaults
  • May not fit all use cases
  • Need to update when business changes

Frequently Asked Questions

Do I have to set defaults?

No, defaults are optional. If not set, users must manually select tax code and product for each invoice.

Can users override defaults?

Yes. Defaults are pre-selected but users can change them on a per-invoice basis.

Can I set different defaults for different users?

No. Defaults are account-wide and apply to all users creating invoices.

What if I have multiple tax codes I use equally?

Choose the “safest” default (e.g., “Non-Taxable”) and train users to change it when needed.

Can I set defaults for other fields (payment terms, due date, etc.)?

Not currently. Only tax code and product have default settings.

Do defaults affect invoices already created?

No. Defaults only apply to new invoices created after the defaults are saved.

Can I see which invoices used the defaults?

Not directly in the integration. You can see in QuickBooks which tax code and product each invoice used.

What if I change my QuickBooks tax code?

Update the default in HubSpot settings to reflect the new tax code. Existing invoices are unaffected.

Next Steps

Now that defaults are configured:

  1. Create Your First Invoice - Start using the integration
  2. Multi-Step Invoicing - Learn deposit and final invoicing
  3. Best Practices - Optimize your invoice workflow

If you skipped defaults:

  • No problem! You can configure them anytime
  • Users will manually select tax code and product for each invoice

Additional Resources

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