User Guide Overview

This user guide teaches you how to use the QuickBooks Invoicing integration for daily invoice creation and management. Whether you’re creating your first invoice or optimizing your workflow, this guide has you covered.

What You’ll Learn

This guide covers all aspects of using the integration:

1. Creating Invoices - Step-by-step invoice creation from deals
2. Multi-Step Invoicing - Deposit, follow-up, and final payments
3. Email Management - Sending and scheduling invoice emails
4. Customer Sync - How HubSpot contacts become QuickBooks customers
5. Invoice Tracking - Monitor invoice status and history
6. Best Practices - Optimize your invoicing workflow

Quick Start

For First-Time Users

If you’ve just installed and configured the integration:

1. Creating Invoices - Start here to create your first invoice (10 minutes)
2. Email Management - Learn how to send invoices to customers (5 minutes)
3. Best Practices - Set up efficient workflows (10 minutes)

For Experienced Users

Looking for specific features:

• Multi-payment invoicing: Multi-Step Invoicing
• Scheduling invoice emails: Email Management
• Understanding customer sync: Customer Sync
• Tracking invoices: Invoice Tracking

Prerequisites

Before using the integration, ensure:

• Integration is installed from HubSpot Marketplace
• You’re connected to QuickBooks
• You have Edit access to deals in HubSpot (regular users)
• At least one deal exists with an associated contact

Admin setup complete: If you’re a sales user, check with your admin that the integration is configured and connected.

Core Features Overview

Invoice Creation from Deals

Create QuickBooks invoices directly from HubSpot deal records:

How it works:

1. Open a deal in HubSpot
2. Click the QuickBooks Invoices tab
3. Click “Create Invoice”
4. Fill in invoice details
5. Submit → Invoice created in QuickBooks

Benefits:

• No switching between HubSpot and QuickBooks
• Deal data auto-populates invoice
• Contact automatically synced as QuickBooks customer
• Faster invoice creation

See Creating Invoices for detailed instructions.

Multi-Step Invoicing

Split payments across multiple invoices:

Invoice Types:

• Deposit: Initial payment (e.g., 30% upfront)
• Follow-up: Intermediate payments (e.g., 40% at milestone)
• Final: Final payment (remaining balance)

Use cases:

• Large projects requiring multiple payments
• Milestone-based billing
• Retainer + completion payments
• Phased project delivery

See Multi-Step Invoicing for detailed guide.

Email Management

Send or schedule invoice emails directly from HubSpot:

Email Options:

• Send now: Immediate email delivery
• Schedule send: Send at specific date/time
• Send later manually: Mark for manual sending in QuickBooks

Features:

• Email sent by QuickBooks (professional templates)
• Track email status (sent, scheduled, manual)
• Reschedule or cancel scheduled emails

See Email Management for complete guide.

Customer Sync

HubSpot contacts automatically sync to QuickBooks as customers:

How it works:

1. Select a contact when creating invoice
2. Integration checks if contact exists in QuickBooks
3. If not found, creates new QuickBooks customer
4. Contact name, email, and billing address synced

Benefits:

• No manual customer creation in QuickBooks
• Data consistency between HubSpot and QuickBooks
• One source of truth for contact information

See Customer Sync for details.

Invoice Tracking

Monitor invoice status and history:

What you can track:

• Invoices created from each deal
• Invoice numbers and amounts
• Creation dates
• Email delivery status
• Links to view invoices in QuickBooks

Benefits:

• Quick reference to all invoices for a deal
• Verify invoice was created successfully
• Check if customer received email

See Invoice Tracking for tracking features.

Typical Workflow

Single-Payment Invoice

Scenario: Create one invoice for full deal amount

Steps:

1. Open deal → QuickBooks Invoices tab
2. Click “Create Invoice”
3. Select invoice type: Final
4. Review deal amount (auto-populated)
5. Select customer (contact)
6. Choose tax code
7. Set payment terms and due date
8. Select email option: “Send now”
9. Submit

Time: 2-3 minutes

Multi-Payment Invoice

Scenario: Deposit (30%), Follow-up (40%), Final (30%)

Invoice 1 - Deposit:

1. Create invoice → Type: Deposit
2. Percentage: 30%
3. Email: Send now
4. Submit

Invoice 2 - Follow-up (after milestone):

1. Create invoice → Type: Follow-up
2. Percentage: 40%
3. Email: Send now
4. Submit

Invoice 3 - Final (upon completion):

1. Create invoice → Type: Final
2. Percentage: 30% (auto-calculated remaining)
3. Email: Send now
4. Submit

Time: 3-4 minutes per invoice

See Multi-Step Invoicing for comprehensive guide.

User Roles and Permissions

What Sales Users Can Do

With Edit access to deals:

✅ Create invoices from deals ✅ Send and schedule invoice emails ✅ View invoice history for deals ✅ Select customer, tax code, and payment terms ✅ Create deposit, follow-up, and final invoices

❌ Cannot change QuickBooks connection ❌ Cannot access integration settings ❌ Cannot configure default tax codes or products

What Admins Can Do

Super Admins have all user capabilities plus:

✅ Configure QuickBooks connection ✅ Set default tax codes and products ✅ Disconnect and reconnect QuickBooks ✅ Switch between Sandbox and Production ✅ Uninstall integration

See Permissions Reference for details.

Common Use Cases

Use Case 1: Simple Service Invoice

Business: Consulting firm Scenario: Bill client for completed consulting work

Process:

1. Deal closed → Open deal record
2. QuickBooks Invoices tab → Create Invoice
3. Type: Final (100% of deal amount)
4. Customer: Auto-selected from deal contact
5. Tax: Non-Taxable (services)
6. Payment terms: Net 30
7. Email: Send now
8. Submit

Result: Invoice created and emailed immediately

Use Case 2: Project with Milestones

Business: Web design agency Scenario: $10,000 project with three milestones

Process:

1. Deposit (signed contract): $3,000 (30%)
2. Follow-up (design approval): $4,000 (40%)
3. Final (launch): $3,000 (30%)

Each invoice:

• Created when milestone reached
• Emailed to client automatically
• Tracked in deal’s QuickBooks Invoices tab

Result: Structured payment schedule with clear milestones

Use Case 3: Retainer + Completion

Business: Marketing agency Scenario: $5,000 project with retainer

Process:

1. Deposit (project start): $2,000 (40% retainer)
2. Final (project complete): $3,000 (60% remaining)

Result: Secured upfront payment, final invoice upon delivery

Getting Started

Your First Invoice

Ready to create your first invoice?

1. Creating Invoices Guide - Complete step-by-step instructions
2. Start with a test deal (or create a test deal)
3. Follow the guide to create your first invoice
4. Verify invoice appears in QuickBooks

Learning Path

Week 1: Basic Invoice Creation

• Create 5-10 practice invoices
• Test different invoice types (Deposit, Final)
• Send test emails to yourself

Week 2: Advanced Features

• Try multi-step invoicing
• Schedule invoice emails
• Track invoice status

Week 3: Workflow Optimization

• Implement best practices
• Train team members
• Document your process

Tips for Success

For New Users

✅ Do:

• Start with simple single-payment invoices
• Test in Sandbox environment first (if available)
• Send test invoices to your own email
• Verify invoices in QuickBooks after creation
• Ask questions if unsure

❌ Don’t:

• Create real customer invoices without testing first
• Skip reading the Creating Invoices guide
• Assume invoice was sent without verifying
• Create duplicate invoices (check QuickBooks first)

For All Users

✅ Do:

• Double-check customer email before sending
• Verify invoice amounts before submitting
• Use multi-step invoicing for large projects
• Track invoice status in the CRM card
• Follow your company’s invoicing policies

❌ Don’t:

• Send invoices without reviewing details
• Create invoices for deals without contacts
• Ignore invoice creation errors
• Forget to check QuickBooks for payment status

Troubleshooting Quick Reference

See Troubleshooting for comprehensive solutions.

What’s Next

Choose your path based on your needs:

I’m Ready to Create Invoices

Creating Invoices Guide - Step-by-step invoice creation

I Need Multi-Payment Invoicing

Multi-Step Invoicing Guide - Deposits and milestone billing

I Want to Master the Integration

Best Practices Guide - Optimize your workflow

I’m Having Issues

Troubleshooting - Common problems and solutions

Additional Resources

• Features Overview - All integration features explained
• CRM Card Reference - Understanding the QuickBooks Invoices card
• Settings Page - Admin configuration (Super Admins only)
• FAQ - Frequently asked questions