Your First Sync

This guide walks you through setting up and testing your first invoice sync.

Prerequisites

Before you begin, make sure:

• Both HubSpot and QuickBooks are connected (check Settings then Connections)
• You have at least one product in both systems with matching SKUs
• You have test data ready (or are using a sandbox environment)

Step 1: Enable Invoice Sync

1. Go to Settings in the sidebar
2. Click Sync
3. Select the Invoices tab
4. Toggle Enable Invoice Sync to on
5. Configure your settings:
   • Sync Direction: Choose "HubSpot to QuickBooks" (recommended for first test)
   • Status Filter: Check "Open" and "Paid"
   • Skip Integration Source: Leave enabled (prevents sync loops)
6. Click Save Configuration

Step 2: Verify Product SKUs Match

For invoice line items to sync, product SKUs must match exactly between systems.

In HubSpot:

1. Go to your Products
2. Note the SKU of a test product

In QuickBooks:

1. Go to Products and Services
2. Find or create an item with the exact same SKU

SKUs are case-sensitive, so "PROD-001" and "prod-001" are different.

Step 3: Create a Test Invoice

In HubSpot:

1. Go to Sales then Invoices
2. Click Create invoice
3. Select a contact (must have an email address)
4. Add a line item using your test product
5. Set the status to Open
6. Save the invoice

Step 4: Watch the Sync

1. In SimpleCommerceSync, go to Data then Invoices
2. You should see your new invoice appear within seconds
3. The status will show:
   • Pending - Sync is queued
   • Processing - Sync is in progress
   • Success - Invoice synced successfully
   • Failed - Something went wrong (click to see details)

Step 5: Verify in QuickBooks

1. Open QuickBooks Online
2. Go to Sales then Invoices
3. Find the newly created invoice
4. Verify:
   • Customer matches
   • Line items are correct
   • Amounts are accurate

Troubleshooting Your First Sync

Invoice not appearing in sync logs

• Check that invoice sync is enabled
• Verify the invoice status matches your filter settings
• Confirm both systems show "Connected"

Sync shows "Failed" status

• Click on the failed sync to see the error message
• Common issues:
  • SKU not found: Product SKU doesn't exist in QuickBooks
  • Customer email missing: Contact needs a valid email
  • Connection error: Try reconnecting HubSpot or QuickBooks

Invoice created in QuickBooks but status shows failed

• The sync may have partially succeeded
• Check QuickBooks for the invoice
• Contact support if the issue persists

What's Next?

Now that you've completed your first sync:

• Configure payment sync to sync payments
• Set up product sync to keep catalogs aligned
• Learn about troubleshooting for common issues

Congratulations on your first successful sync!