Streamline Your Invoicing with HubSpot, Zapier, and QuickBooks Integration

Foreign.

Joe from the Commerce Hub product team here at HubSpot. And today I'm going to show you.

How you can leverage opshub Professional and.

Zapier to bill anyone at a particular.

Organization and have that invoice automatically sync across using our new bi directional Invoice sync with QuickBooks. Okay, so let's get started with where we are.

If you want to bill a particular.

Organization in HubSpot, our QuickBooks integration is.

Really going to be very picky about.

The email address of the person you're billing.

And so I've never found a great.

Way to explain this, so I'm just going to show you what I mean.

We've got the New York Yankees here and we've got a bunch of different.

Contacts for the Yankees.

If we go into QuickBooks and we.

Look for the Yankees and we click.

Edit here, we can see the email.

Address associated with that organization. And it's the captain, Aaron Judge.

So what does that mean? That means in HubSpot I can send.

An invoice to Aaron Judge and that'll sync across, no problem. Right. Think about it as like an accounts payable or a billing contact use case. Great.

But if I send an invoice to Reggie Jackson that is actually not going.

To sneak across into QuickBooks that will error out. You'll see it here in the failing section of the integration settings and we'll.

Give you a very clear breakdown of.

How to adjust that or what's causing that sync to fail and how to fix it.

But if you don't want to have.

To go back there and check that.

Manual all the time, you can implement.

The solution I'm about to show you.

So essentially what I did here is.

I created a workflow that is going.

To be enrolled off of an invoice.

So you know, you could say invoice is created. Let's just say that's the, the enrollment criteria.

I put a delay and then I going to send a web hook off and that webhook is going to contain all of the information of the invoice.

All the properties associated with the invoice.

Now where am I sending it? I'm sending it here to Zapier, which.

Is an amazing tool for integrating different applications.

And so this here is really going.

To be what works the magic.

It's going to catch that webhook, it's.

Going to have all that information in it about the invoice and then it's.

Going to use that information to do.

Some things in my QuickBooks environment. First it's going to find the customer associated with the invoice.

And so going back to that original.

Scenario, right, we've got Aaron Judge set as the billing contact.

Anything I send Aaron Judge through HubSpot.

Is going to stick across automatically.

But let's say I send something to Juan Soto, right? And so this will catch the invoice.

With all that information about Juan Soto.

And then it's going to say, okay, great, I'm going to look up in.

QuickBooks customers based off of the email address of Juan Soto.

Now, what's going to happen is it's.

Going to find out that there's not a customer associated with Juan Soto.

And when that happens, it's going to.

Go down here to this branch.

If it finds a Juan Soto, great, it's a success.

Nothing really happens or it's going to sink across if it finds that customer.

But if there is no customer, then it's going to come over here and.

It'S going to say, okay, now I want to find the customer for the New York Yankees.

And this is where it gets a little tricky, right, because we have that customer for the New York Yankees.

It's already associated with Aaron Judge.

And basically we're going to need to get that information so that we can then say to QuickBooks, hey, we want to put Juan Soto underneath that Yankees organization. And so we get that information. And really the key thing here is that we get the ID of the Yankees so that here on this final.

Action, we can create a new customer.

In QuickBooks for Juan Soto and we can nest it underneath the Yankees as.

A kind of like child customer. And so that job parent customer field.

Is really key here. And that ID is the ID of.

The Yankees that I'm grabbing from right there.

And then once this is enabled, you can bill whoever you want from HubSpot.

And it will sync across to QuickBooks and it's going to sync across as child company.

So if we go here and I click into the New York Yankees, we can see right here, Juan Soto is listed as a child company. And we can see all these different invoices have been sent to all these different people and they're just brought across automatically. There's no need to go into QuickBooks.

And make any adjustments.

There's no need to go in here.

And check what's been failing.

If you implement this integration and you're.

Comfortable, you know, bringing in child companies to your QuickBooks environment or child customers.

Then you can bill whoever you want.

And our data sync integration will take care of the rest.

Thanks.

Bye. Bye.