Invoice Sync Configuration

Configure how invoices sync between HubSpot and QuickBooks.

Accessing Settings

  1. Go to Settings in the sidebar
  2. Click Sync
  3. Select the Invoices tab

Configuration Options

Enable Invoice Sync

Toggle this setting to turn invoice sync on or off.

  • On - Invoices will sync automatically when created or updated
  • Off - No invoices will sync (existing sync history is preserved)

Sync Direction

Choose how invoices flow between systems:

HubSpot to QuickBooks

  • Invoices created or updated in HubSpot sync to QuickBooks
  • Best for: Sales teams using HubSpot as their primary invoicing tool

QuickBooks to HubSpot

  • Invoices created or updated in QuickBooks sync to HubSpot
  • Best for: Accounting teams using QuickBooks as their primary invoicing tool

Only one direction can be active. Changing direction does not affect previously synced invoices.

Invoice Status Filter

Select which invoice statuses trigger a sync. Options include:

Status Description Recommendation
Draft Invoice is being prepared Usually skip - drafts aren't final
Open Invoice sent, awaiting payment Recommended - sync once finalized
Paid Invoice has been paid Recommended - keeps payment status aligned
Voided Invoice was cancelled Optional - depends on your workflow

Check the statuses you want to sync. Unchecked statuses will be ignored.

Example: If you only check "Open" and "Paid", draft invoices won't sync until their status changes to Open.

Skip Integration Source

When enabled, invoices created by integrations (including SimpleCommerceSync itself) are skipped.

  • Enabled (Recommended) - Prevents sync loops where an invoice syncs back and forth endlessly
  • Disabled - All invoices sync regardless of how they were created

Leave this enabled unless you have a specific reason to disable it.

Sync Void Status

Controls what happens when an invoice is voided:

  • Enabled - When an invoice is voided in the source system, it's also voided in the destination
  • Disabled - Voided status is not synced; invoices remain in their previous state

Saving Your Configuration

After making changes:

  1. Review your settings
  2. Click Save Configuration
  3. A confirmation message appears when saved

Changes take effect immediately for new invoices.

Configuration Tips

Starting Out

Begin with conservative settings:

  • Enable "Open" and "Paid" statuses only
  • Keep "Skip Integration Source" enabled
  • Enable "Sync Void Status"

High-Volume Environments

If you create many invoices:

  • Consider excluding "Draft" status to reduce unnecessary syncs
  • Monitor sync logs regularly for failures

Testing Changes

When changing settings:

  • Test with a single invoice first
  • Check both systems to verify the sync worked as expected
  • Review the sync log for any errors