Features Overview

The QuickBooks Invoicing integration provides comprehensive invoicing capabilities directly from HubSpot deals. This page summarizes all features and their benefits.

Core Features

1. Invoice Creation from Deals

Create QuickBooks invoices without leaving HubSpot

Capabilities:

• One-click invoice creation from deal records
• Deal amount auto-populates invoice
• Multiple invoice types (Deposit, Follow-up, Final)
• Percentage-based billing
• Tax code selection
• Payment terms configuration

Benefits:

• Faster invoice creation
• Reduced context switching
• Data consistency between systems
• Improved sales productivity

See Creating Invoices

2. Multi-Step Invoicing

Split payments across multiple invoices

Capabilities:

• Deposit invoices (initial payment)
• Follow-up invoices (milestone payments)
• Final invoices (remaining balance)
• Percentage-based amount calculation
• Automatic balance tracking

Use cases:

• Large project billing
• Milestone-based payments
• Retainer + completion structure
• Phased payment schedules

See Multi-Step Invoicing

3. Customer Sync

Automatic HubSpot contact to QuickBooks customer synchronization

How it works:

• Select contact during invoice creation
• Integration searches QuickBooks by email
• If not found, creates new customer
• Contact data (name, email, address) syncs automatically

Data synced:

• Name, email, phone
• Billing address
• Company name

Benefits:

• No manual customer creation
• Data consistency
• Time savings

See Customer Sync

4. Email Management

Flexible invoice email delivery options

Email options:

• Send now: Immediate delivery
• Schedule send: Future date/time delivery
• Send later manually: Create without emailing

Features:

• QuickBooks professional email templates
• PDF invoice attachment
• Payment links (if QuickBooks Payments enabled)
• Email tracking and status

See Email Management

5. CRM Card

QuickBooks Invoices tab on deal records

What it shows:

• Create Invoice button
• List of all invoices for the deal
• Invoice numbers and amounts
• Creation dates
• Email delivery status
• Links to view in QuickBooks

Benefits:

• Centralized invoice tracking
• Quick invoice history
• Easy access from CRM

See CRM Card

6. Settings Page

Admin configuration interface

Configuration options:

• QuickBooks OAuth connection
• Environment selection (Sandbox/Production)
• Client ID and Secret management
• Default tax code settings
• Default product settings

Access: Super Admins only

See Settings Page

7. Invoice Tracking

Monitor invoice status and payment

Tracking capabilities:

• Invoice creation history
• Email delivery status
• Payment status (in QuickBooks)
• Multiple invoices per deal
• Running total tracking

See Invoice Tracking

Technical Features

OAuth 2.0 Authentication

Secure connection between HubSpot and QuickBooks

Security features:

• Token-based authentication
• AES-256-GCM encryption for stored credentials
• PBKDF2 key derivation (100,000 iterations)
• Unique encryption key per HubSpot account
• Automatic token refresh
• Immediate token deletion on disconnection

See Security

Data Encryption

All sensitive data encrypted at rest

Encrypted data:

• Client ID and Client Secret
• OAuth access and refresh tokens
• QuickBooks Realm ID

Encryption method:

• Algorithm: AES-256-GCM
• Key derivation: PBKDF2
• Iterations: 100,000
• Unique key per account

See Data Sharing

Privacy Protection

Complete data privacy after disconnection

Guarantees:

• OAuth tokens permanently deleted upon disconnection
• No API access to QuickBooks after token deletion
• No access to HubSpot data without active tokens
• Encryption keys rotated on disconnection

See Data Impact

Integration Features

Environment Support

Sandbox and Production environments

Sandbox:

• For testing and development
• Connects to QuickBooks Sandbox companies
• Uses Development credentials
• No impact on real business data

Production:

• For live business operations
• Connects to real QuickBooks companies
• Uses Production credentials
• Real customer invoices

See Environment Selection

Error Handling

Robust error handling and retry logic

Features:

• Automatic retry for network failures
• Exponential backoff strategy
• Clear error messages to users
• Graceful degradation

API Rate Limit Management

Automatic throttling and retry

Limits:

• QuickBooks: 500 requests/minute
• HubSpot: 100 requests/10 seconds
• Automatic queueing when limits approached

See API Limits

User Experience Features

Default Settings

Pre-configure common selections

Defaults:

• Tax code (pre-selected on invoices)
• Product/service (pre-selected for line items)

Benefits:

• Faster invoice creation
• Consistency across invoices
• Reduced user errors

See Default Settings

Invoice Types

Clear invoice categorization

Types:

• Deposit: Initial payment
• Follow-up: Milestone payment
• Final: Completion or full payment

Benefits:

• Organized multi-step billing
• Clear payment structure
• Better tracking

Percentage-Based Billing

Automatic amount calculation

How it works:

• User enters percentage (e.g., 30%)
• Amount calculated automatically (Deal amount × %)
• Reduces calculation errors

QuickBooks Features

Invoice Details

Comprehensive invoice creation

Supported fields:

• Customer
• Invoice amount
• Tax code
• Product/service
• Payment terms
• Due date
• Line items
• Memo/notes

QuickBooks Payments Integration

If QuickBooks Payments is enabled:

• Payment links in invoice emails
• Online payment acceptance
• Credit card and ACH payments
• Automatic payment recording

Note: Requires separate QuickBooks Payments setup

Limitations and Constraints

What the Integration Does NOT Do

❌ Not supported:

• Modify HubSpot data (read-only OAuth scopes)
• Delete invoices from HubSpot
• Bulk invoice creation (one at a time)
• Auto-sync payment status to HubSpot
• Create invoices in HubSpot (creates in QuickBooks only)
• Track inventory

❌ No write access to:

• Contacts, deals, quotes in HubSpot
• QuickBooks data (except creating invoices/customers)

Known Limitations

Invoice creation:

• One invoice at a time (no bulk)
• Must have associated contact
• Deal amount must be > $0

Customer sync:

• One-way (HubSpot → QuickBooks)
• Syncs only at invoice creation
• Standard fields only (no custom properties)

Payment tracking:

• No auto-sync from QuickBooks to HubSpot
• Must manually update deal properties

See API Limits for detailed constraints

Feature Comparison

vs Native QuickBooks

vs Manual Process

Upcoming Features

Note: The following features are under consideration but not yet available:

• Bulk invoice creation
• Payment status sync to HubSpot
• Invoice templates
• Custom line items from deal properties
• Automated invoice scheduling based on deal stage
• QuickBooks reports in HubSpot

Request features: Contact support with feature requests

Getting Started

For New Users

1. Installation - Install the integration
2. Configuration - Connect to QuickBooks
3. Creating Invoices - Create your first invoice

For Existing Users

1. Multi-Step Invoicing - Advanced billing
2. Email Management - Email scheduling
3. Best Practices - Optimize workflow

Additional Resources

• FAQ - Frequently asked questions
• Troubleshooting - Common issues
• Reference - Technical documentation
• Support - Get help