Bulk Import Overview

Bulk import lets you sync historical data from HubSpot to QuickBooks, catching up on invoices and payments created before you connected SimpleCommerceSync.

What Is Bulk Import?

Normally, SimpleCommerceSync syncs data in real-time as it's created. But what about existing data?

Bulk import allows you to:

  • Sync historical invoices from HubSpot
  • Sync historical payments from HubSpot
  • Catch up on data from before you started using SimpleCommerceSync

When to Use Bulk Import

Initial Setup

After connecting both systems, use bulk import to sync your existing HubSpot invoices and payments to QuickBooks.

Catching Up

If syncing was paused or had issues, bulk import can sync records that were missed.

Migration

When moving from manual entry to automated sync, import your historical data.

How It Works

  1. Search - Find invoices/payments in HubSpot to import
  2. Preview - Review what will be synced
  3. Import - Start the bulk import job
  4. Monitor - Track progress as items sync
  5. Review - Check results and handle any failures

What Can Be Imported

Invoices

  • All HubSpot invoices matching your search criteria
  • Includes line items, customer info, and amounts
  • Creates corresponding invoices in QuickBooks

Payments

  • Payments associated with imported invoices
  • Applied to the QuickBooks invoices
  • Keeps payment history aligned

Import Process

Step 1: Search for Records

Use filters to find records:

  • Date range (created date, due date)
  • Invoice status
  • Customer

Step 2: Preview Results

Before importing:

  • See how many records match
  • Review sample records
  • Estimate processing time

Step 3: Start Import

Click to begin:

  • A job is created to track progress
  • Records are queued for processing
  • You can navigate away - it runs in background

Step 4: Monitor Progress

Watch the job status:

  • Total items - How many records to process
  • Completed - Successfully synced
  • Failed - Issues that need attention
  • Progress bar - Visual indicator

Step 5: Handle Failures

For any failures:

  • View error details
  • Fix underlying issues
  • Retry failed items

Import Jobs

Each bulk import creates a "job" that:

  • Tracks all items being imported
  • Shows real-time progress
  • Preserves history for review
  • Allows retry of failed items

Limitations

Rate Limits

  • Large imports are processed gradually
  • This prevents overwhelming HubSpot/QuickBooks
  • Very large imports may take hours

Dependencies

  • Invoice must sync before its payments
  • Products must exist (matching SKUs)
  • Customers need email addresses

Not Reversible

  • Imported records exist in QuickBooks
  • To "undo," you'd need to delete them manually

Best Practices

Start Small

  • Test with a small date range first
  • Verify results before large imports

Check Prerequisites

  • Ensure products exist with matching SKUs
  • Verify customer data is complete

Monitor Progress

  • Check job status periodically
  • Address failures promptly

Off-Peak Hours

  • Run large imports during low-activity times
  • Reduces impact on daily operations