Payment Sync Overview

Payment sync automatically records payments from HubSpot in QuickBooks, keeping your accounts receivable accurate across both systems.

How It Works

When payment sync is enabled, SimpleCommerceSync watches for payment events in HubSpot. When a payment is recorded:

  1. Payment detected - We receive notification of the new payment
  2. Invoice lookup - We find the corresponding QuickBooks invoice
  3. Payment applied - The payment is recorded against the invoice
  4. Result logged - Success or failure is recorded for your review

Important: Invoice Sync Required

Payment sync has a critical dependency: the invoice must be synced first.

When a payment is made in HubSpot, it's associated with an invoice. For the payment to sync to QuickBooks, that invoice must already exist in QuickBooks. This means:

  • Invoice sync should be enabled alongside payment sync
  • If an invoice fails to sync, its payments will also fail
  • Fixing the invoice sync usually fixes the payment sync

What Gets Synced

Field Synced
Payment amount Yes
Payment date Yes
Payment method Yes
Associated invoice Yes (must exist in QuickBooks)
Reference/memo Yes

Payment Flow Example

  1. Customer receives invoice in HubSpot
  2. Invoice syncs to QuickBooks (via invoice sync)
  3. Customer pays the invoice in HubSpot
  4. Payment syncs to QuickBooks
  5. QuickBooks invoice shows as paid

Sync Speed

Payment sync is near real-time. Most payments appear in QuickBooks within seconds of being recorded in HubSpot.

Sync Direction

Payment sync currently flows in one direction:

  • HubSpot to QuickBooks - Payments recorded in HubSpot create payment records in QuickBooks

Handling Refunds

When a payment is refunded in HubSpot:

  • If "Sync Refunds" is enabled, a refund record is created in QuickBooks
  • The refund is applied against the original payment
  • The invoice status updates accordingly

Partial Payments

SimpleCommerceSync handles partial payments:

  • Multiple payments can be applied to a single invoice
  • Each payment syncs individually
  • QuickBooks tracks the remaining balance

Sync Status Tracking

Every payment sync attempt is logged. View sync history in Data then Payments to see:

  • Successfully synced payments
  • Failed syncs with error details
  • Payment amounts and dates
  • Link to the associated invoice