Frequently Asked Questions
Quick answers to the most common questions about the QuickBooks Invoicing integration.
Installation and Setup
Do I need QuickBooks Online or QuickBooks Desktop?
QuickBooks Online is required. This integration does not work with QuickBooks Desktop.
Do I need a paid QuickBooks subscription?
Yes. QuickBooks Online subscription (any tier) is required. Free trials work for testing.
How long does installation take?
- Installation: 5 minutes
- Intuit Developer setup: 15-20 minutes
- Configuration: 10 minutes
- Total: 30-45 minutes for first-time setup
Do all users need to connect their QuickBooks accounts?
No. One Super Admin connects the integration for the entire HubSpot account. All users can then create invoices.
Can I test before using with real data?
Yes. Use Sandbox environment with QuickBooks Sandbox companies for testing.
See Installation
Usage
Can I create invoices from contacts or companies?
No. Invoices can only be created from Deal records.
Do I need special permissions to create invoices?
Yes. You need Edit access to deals in HubSpot. View-only users cannot create invoices.
What if a deal doesn’t have a contact?
You must associate a contact with the deal before creating an invoice. The contact becomes the QuickBooks customer.
Can I edit an invoice after creation?
Not in HubSpot. Edit invoices in QuickBooks Online directly.
Will creating an invoice change my deal stage?
No. Deal stages are not automatically updated. Change stages manually based on your workflow.
Multi-Step Invoicing
Can I create multiple invoices for one deal?
Yes. Use multi-step invoicing to create Deposit, Follow-up, and Final invoices for the same deal.
What’s the difference between invoice types?
- Deposit: Initial payment (e.g., 30% upfront)
- Follow-up: Intermediate payment (e.g., 40% at milestone)
- Final: Final/remaining payment
Do percentages have to add up to 100%?
Recommended but not enforced. Track manually to ensure accuracy.
Can I create invoices in any order?
Technically yes, but best practice is: Deposit → Follow-up(s) → Final.
Customer Sync
Do contacts automatically sync to QuickBooks?
Yes, but only when you create an invoice for them. No background automatic sync.
What if the customer already exists in QuickBooks?
The integration finds the existing customer by email and uses it (no duplicate created).
What happens if I change a contact’s email?
Next invoice creation will search for the new email. If not found, creates a new QuickBooks customer (potential duplicate).
Can I sync all my contacts at once?
No. Contacts sync only when you create invoices for them (one at a time).
Do changes in HubSpot update QuickBooks customers?
No. Sync happens only at invoice creation. Update QuickBooks customers manually if data changes.
See Customer Sync
Email and Delivery
Who sends the invoice emails?
QuickBooks sends the emails (not HubSpot). Emails use QuickBooks templates.
Can I customize the email message?
Yes, but in QuickBooks settings, not in HubSpot. Or use “Send later manually” and customize before sending in QuickBooks.
What if the customer doesn’t receive the email?
Check spam folder, verify email address, and resend from QuickBooks if needed.
Can I send to multiple email addresses?
Not directly from HubSpot. Add CC recipients manually in QuickBooks when sending.
How do I know if the email was delivered?
Check email status in QuickBooks → Invoice → Email History.
See Email Management
Payment Tracking
Does payment status automatically update in HubSpot?
No. Payment status must be checked in QuickBooks. Update HubSpot manually if tracking in CRM.
How do I record a payment?
In QuickBooks: Invoices → Open invoice → Receive Payment.
Can I see which invoices are overdue?
Yes, in QuickBooks → Invoices → Filter by “Overdue” status.
Will the integration remind customers about payments?
No. Use QuickBooks reminder features for payment follow-ups.
See Invoice Tracking
Data and Privacy
Can the integration access my QuickBooks financial data?
No. The integration can only create invoices and customers, and read tax codes/products. No access to bank accounts, expenses, or reports.
What happens to my data if I disconnect?
OAuth tokens are permanently deleted (< 1 second). We lose all access to your QuickBooks data immediately.
Is my data encrypted?
Yes. Client credentials and OAuth tokens are encrypted using AES-256-GCM before storage.
Do you sell or share my data?
No. Data flows only between HubSpot and QuickBooks. No third-party sharing.
Can you access my data after I uninstall?
No. All tokens and credentials are permanently deleted. We have zero access to your data after uninstall.
See Data Sharing and Data Impact
Troubleshooting
I can’t see the QuickBooks Invoices tab
Make sure you’re on a Deal record (not contact or company). Refresh the page and clear cache if needed.
”Cannot create invoice: No customer selected”
Associate a contact with the deal before creating an invoice.
”Invalid client credentials” error
Verify you copied the correct Client ID and Secret from the right environment (Sandbox vs Production) in Intuit Developer Portal.
Invoice created but customer didn’t receive email
Check QuickBooks email history. Email may be in spam or customer email may be invalid.
Connection to QuickBooks keeps failing
Verify redirect URI is configured correctly in Intuit Developer Portal. Check that you’re using credentials matching your selected environment.
See Troubleshooting
Billing and Costs
How much does the integration cost?
Contact the developer for pricing information. Costs are separate from HubSpot and QuickBooks subscriptions.
Do I need a specific HubSpot plan?
The integration works with all HubSpot plans (Free, Starter, Professional, Enterprise).
Do I need a specific QuickBooks plan?
Any QuickBooks Online subscription tier works (Simple Start, Essentials, Plus, Advanced).
Technical
What OAuth scopes does the integration use?
HubSpot scopes (read-only):
oauth,crm.objects.contacts.read,crm.objects.deals.read,crm.objects.line_items.read,crm.objects.quotes.read,crm.objects.invoices.read
QuickBooks scope:
com.intuit.quickbooks.accounting(create invoices/customers, read products/tax codes)
See OAuth Scopes
Are there API rate limits?
Yes. QuickBooks: 500 requests/minute. HubSpot: 100 requests/10 seconds. Integration handles throttling automatically.
Can I use this with QuickBooks Sandbox?
Yes. Select “Sandbox” environment and use Development credentials.
Does this work in all countries?
Works wherever QuickBooks Online is available. Check QuickBooks availability for your region.
See API Limits
Advanced Features
Can I create invoices in bulk?
No. Invoices must be created one at a time from individual deal records.
Can I customize invoice templates?
Invoice templates are managed in QuickBooks, not in the integration.
Can I automate invoice creation?
Not directly. Consider using HubSpot workflows to trigger notifications when deals reach certain stages, prompting users to create invoices.
Can I create credit memos or refunds?
No. Create credit memos and refunds directly in QuickBooks.
Can I use this for recurring invoices?
Create each invoice manually when due. QuickBooks has native recurring invoice features for automated recurring billing.
Getting Help
Where can I find more documentation?
Browse this documentation site or see specific sections:
How do I contact support?
Email: support@structur.app Phone: +1-800-555-5555
How long does support take to respond?
Typically within 24 hours on business days.
Can I request new features?
Yes! Contact support with feature requests.
See Support
Common Workflows
How do I invoice a new client?
- Create deal with client contact
- Set deal amount
- Associate contact with deal
- Open deal → QuickBooks Invoices tab
- Create Invoice (type: Final for full amount)
How do I set up milestone billing?
- Define payment structure (e.g., 30/40/30)
- Create Deposit invoice (30%)
- When milestone 1 reached: Create Follow-up invoice (40%)
- When complete: Create Final invoice (30%)
How do I switch from testing to production?
- Disconnect from Sandbox in settings
- Change environment to “Production”
- Enter Production credentials
- Connect to production QuickBooks company
How do I handle a refund?
Create credit memo in QuickBooks directly (not supported in integration).
Still Have Questions?
If your question isn’t answered here:
- Search documentation: Use the search feature
- Check relevant sections:
- Troubleshooting - Problem-solving
- User Guide - How-to guides
- Reference - Technical details
- Contact support: support