Product Sync Overview

Product sync keeps your product catalog synchronized between HubSpot and QuickBooks, ensuring line items always match correctly on invoices and quotes.

Why Product Sync Matters

Every invoice and quote contains line items that reference products. For these documents to sync properly, the products must exist in both systems with matching SKUs. Product sync automates this, so you don't have to manually maintain two separate catalogs.

How It Works

When product sync is enabled:

  1. Monitor for changes - We watch for product creates and updates in the source system
  2. Match by SKU - Products are matched using their SKU (unique identifier)
  3. Sync data - Product details are transferred to the destination system
  4. Log results - Success or failure is recorded for your review

Bidirectional Sync

Unlike invoice sync, product sync can work in either direction. You choose your source of truth:

HubSpot to QuickBooks

  • Products created in HubSpot sync to QuickBooks
  • Best when your sales team manages products in HubSpot

QuickBooks to HubSpot

  • Items created in QuickBooks sync to HubSpot
  • Best when your accounting team manages products in QuickBooks

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

What Gets Synced

Field Synced
Name Yes
SKU Yes (used for matching)
Description Yes
Price Yes
Cost Configurable via field mappings
Type (Service/Inventory) Configurable

Field Mappings

You can customize how fields map between systems. For example:

  • Map HubSpot's "unit_price" to QuickBooks' "UnitPrice"
  • Map HubSpot's "description" to QuickBooks' "Description"

Default mappings are created automatically for common fields.

SKU Matching

Products are matched by their SKU (Stock Keeping Unit):

  • SKUs must be unique within each system
  • SKUs must match exactly (case-sensitive)
  • Example: WIDGET-001 in HubSpot matches WIDGET-001 in QuickBooks

If a product's SKU doesn't exist in the destination, a new product is created.

Full Sync Option

In addition to automatic syncing, you can trigger a full sync to:

  • Sync all existing products at once
  • Useful during initial setup
  • Catch any products that may have been missed

Sync Status Tracking

Every product sync is logged. View history in Data then Products to see:

  • Successfully synced products
  • Failed syncs with error details
  • When each sync occurred
  • Product identifiers in both systems