Invoice Sync Overview

Invoice sync automatically transfers invoice data between HubSpot and QuickBooks, eliminating manual data entry and keeping both systems aligned.

How It Works

When invoice sync is enabled, SimpleCommerceSync monitors for new and updated invoices in your source system. When an invoice is created or modified, the sync process:

  1. Detects the change - Webhooks notify us instantly when an invoice changes
  2. Fetches invoice details - We retrieve the full invoice including line items
  3. Matches the customer - We find the corresponding customer in the destination system
  4. Matches line items - Each product is matched by SKU
  5. Creates or updates the invoice - The invoice appears in the destination system
  6. Logs the result - Success or failure is recorded for your review

Key Concepts

Line Item Matching

Every line item on an invoice must have a product with a matching SKU in both systems. The SKU must match exactly (case-sensitive).

For example:

  • HubSpot product SKU: WIDGET-001
  • QuickBooks item SKU: WIDGET-001

If any line item's SKU cannot be found, the entire invoice sync fails. This ensures you never have partial or incorrect invoices.

Customer Matching

Customers are matched by email address. When an invoice syncs:

  • If a customer with that email exists, the invoice is assigned to them
  • If no match is found, a new customer is created automatically

Invoices for contacts without email addresses cannot sync.

Sync Speed

Invoice sync is near real-time. Most invoices appear in the destination system within seconds of being created or updated.

Sync Direction

You choose which direction invoices flow:

  • HubSpot to QuickBooks - Invoices created in HubSpot appear in QuickBooks
  • QuickBooks to HubSpot - Invoices created in QuickBooks appear in HubSpot

Only one direction is active at a time to prevent conflicts.

What Gets Synced

Field Synced
Invoice number Yes
Customer Yes (matched by email)
Line items Yes (matched by SKU)
Quantities Yes
Prices Yes
Discounts Yes
Tax Yes (if tax mapping configured)
Due date Yes
Notes/memo Yes
Status Configurable

Sync Status Tracking

Every sync attempt is logged. You can view sync history in Data then Invoices to see:

  • Which invoices have synced successfully
  • Which syncs failed and why
  • When each sync occurred
  • Destination invoice IDs

Next Steps