Quote Sync Configuration

Configure how quotes sync between HubSpot and QuickBooks.

Accessing Settings

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

Configuration Options

Enable Quote Sync

Toggle this setting to turn quote sync on or off.

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

Sync Direction

Choose how quotes flow between systems:

HubSpot to QuickBooks

  • Quotes created or updated in HubSpot sync to QuickBooks as estimates
  • Best for: Sales teams using HubSpot for quoting

QuickBooks to HubSpot

  • Estimates created or updated in QuickBooks sync to HubSpot as quotes
  • Best for: Teams creating estimates in QuickBooks

Bidirectional

  • Changes in either system sync to the other
  • Most recent update wins in case of conflicts
  • Best for: Teams actively using both systems for quotes

Note: Bidirectional sync requires careful coordination to avoid confusion about which version is current.

Sync Statuses

Select which HubSpot quote statuses trigger a sync:

Status When to Include
Draft Usually skip - drafts aren't ready for accounting
Pending Approval Optional - if you want visibility during approval
Rejected Optional - for tracking declined quotes
Approved Recommended - quote is finalized internally
Approval Not Needed Recommended - ready to send to customer
Accepted Recommended - customer has accepted
Void Usually handled via Sync Void Status setting

Recommended starting configuration: Enable Approved, Approval Not Needed, and Accepted.

Sync Void Status

Controls what happens when a quote is voided:

Enabled

  • When a quote is voided in one system, the estimate is closed in the other
  • Keeps both systems showing the same status

Disabled

  • Voided status is not synced
  • Estimates 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 quotes.

Configuration Tips

For Sales-Led Organizations

  • Direction: HubSpot to QuickBooks
  • Statuses: Approved, Approval Not Needed, Accepted
  • Sync Void: Enabled

For Accounting-Led Organizations

  • Direction: QuickBooks to HubSpot
  • Statuses: Based on your workflow
  • Sync Void: Enabled

For Collaborative Teams

  • Direction: Bidirectional
  • Statuses: Be selective to avoid noise
  • Establish clear ownership rules for who updates what

Testing Your Setup

  1. Create a test quote in your source system
  2. Set it to an enabled status
  3. Check Data then Quotes for the sync
  4. Verify in the destination system