Starting a Bulk Import

Step-by-step guide to importing historical data from HubSpot to QuickBooks.

Before You Start

Prerequisites

  1. Both systems connected - Verify in Settings then Connections
  2. Products set up - SKUs must match between systems
  3. Sync enabled - Invoice sync should be configured
  4. Time available - Large imports take time to process

Recommended Preparation

  • Test real-time sync with a few invoices first
  • Verify products sync correctly
  • Note any common issues and fix them

Step 1: Access Bulk Import

  1. Go to Import in the sidebar
  2. You'll see the import wizard

Step 2: Select What to Import

Choose your import type:

Invoices Only

  • Syncs invoices from HubSpot to QuickBooks
  • Best for: Initial setup without payment history

Payments Only

  • Syncs payments (requires invoices already synced)
  • Best for: Catching up on payments after invoices imported

Invoices and Payments

  • Syncs both together
  • Best for: Complete historical sync
  • Note: Invoices process first, then their payments

Step 3: Set Search Filters

Narrow down what to import:

Date Range

  • Start Date - Earliest records to include
  • End Date - Latest records to include
  • Tip: Start with a recent month to test

Status Filter

  • Select which invoice statuses to include
  • Usually: Open, Paid (skip Draft)

Other Filters

  • Customer (specific customer only)
  • Additional criteria as available

Step 4: Preview Results

Click Preview to see:

  • Total count - How many records match
  • Sample records - First few items
  • Estimated time - How long import might take

Review the Preview

Check that:

  • Count seems reasonable
  • Sample records look correct
  • No obviously wrong data

If something looks off, adjust your filters.

Step 5: Start the Import

When ready:

  1. Click Start Import
  2. Confirm the action
  3. A job is created and processing begins

What Happens Now

  • Records are queued for processing
  • Each item syncs individually
  • Progress updates in real-time
  • You can navigate away - it continues in background

Step 6: Monitor Progress

Viewing Job Status

  1. Go to Import then Jobs
  2. Find your import job
  3. See current status:
    • Pending - Not yet started
    • Processing - Currently running
    • Completed - All items processed
    • Completed with errors - Some items failed

Progress Details

  • Total - Number of items to process
  • Success - Items synced successfully
  • Failed - Items that encountered errors
  • Remaining - Items still queued

Step 7: Review Results

After completion:

  1. Click on the job to see details
  2. Review successful items
  3. Check failed items for errors

For Successful Items

  • Verify in QuickBooks that data looks correct
  • Spot-check a few invoices

For Failed Items

  • Note the error messages
  • See Troubleshooting for common issues
  • Fix issues and retry

Tips for Large Imports

Break into Chunks

  • Import month by month
  • Easier to monitor and troubleshoot
  • Less overwhelming if issues occur

Start with Recent Data

  • Import recent months first
  • These are most likely to need current access
  • Work backward for older data

Schedule Wisely

  • Run during off-peak hours
  • Avoid times when you need real-time syncs
  • Allow time for completion before checking

Monitor Regularly

  • Check progress periodically
  • Address failures before they accumulate
  • Adjust approach if many failures occur

After Import Completes

Verify in QuickBooks

  • Check that invoices appear correctly
  • Verify amounts and customers
  • Confirm payments are applied

Check Sync Logs

  • Review in Data section
  • Note any patterns in failures

Enable Real-Time Sync

  • If not already enabled, turn on automatic sync
  • New records will sync automatically going forward