Payment Sync Configuration

Configure how payments sync from HubSpot to QuickBooks.

Accessing Settings

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

Configuration Options

Enable Payment Sync

Toggle this setting to turn payment sync on or off.

  • On - Payments will sync automatically when recorded
  • Off - No payments will sync (existing sync history is preserved)

Payment Status Filter

Select which payment statuses trigger a sync:

Status Description Recommendation
Processing Payment is being processed Optional - may want to wait for completion
Succeeded Payment completed successfully Recommended - ensures only confirmed payments sync
Refunded Payment was refunded Usually synced via Sync Refunds setting instead

Note: Failed payments are never synced. This prevents creating incomplete or incorrect records in QuickBooks.

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

Require Invoice

Controls whether payments must have an associated synced invoice:

Enabled (Recommended)

  • Payments only sync if their invoice has already synced to QuickBooks
  • Payment is applied to the specific QuickBooks invoice
  • Best for maintaining accurate invoice-to-payment linking

Disabled

  • Payments can sync even without a linked invoice
  • Payment is added directly to the customer record in QuickBooks
  • Useful if you receive payments that aren't tied to specific invoices

Sync Refunds

Controls what happens when a payment is refunded in HubSpot:

Enabled

  • When a payment is refunded, a refund record is created in QuickBooks
  • Keeps both systems showing the same refund status
  • Recommended for complete financial tracking

Disabled

  • Refunds are not synced to QuickBooks
  • You'll need to manually record refunds in QuickBooks
  • May be preferred if refund workflows differ between systems

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 payments.

Configuration Tips

Recommended Starting Configuration

  • Enable "Succeeded" status only
  • Enable "Require Invoice"
  • Enable "Sync Refunds"

This ensures only confirmed, invoice-linked payments sync, with complete refund tracking.

High-Volume Processing

If you process many payments:

  • Consider enabling "Processing" status for faster visibility
  • Monitor for any payments that fail to complete

Different Refund Workflows

If your refund process differs between systems:

  • Disable "Sync Refunds"
  • Handle refunds manually in each system as needed