Sync Overview
Quote Sync Overview
Quote sync automatically transfers quotes between HubSpot and QuickBooks, where HubSpot quotes become QuickBooks estimates and vice versa.
How It Works
When quote sync is enabled, SimpleCommerceSync monitors for quote changes in your source system:
- Quote detected - We receive notification when a quote is created or updated
- Status check - We verify the quote status matches your filter settings
- Data transfer - Quote details including line items are transferred
- Estimate created - In QuickBooks, the quote appears as an Estimate
- Result logged - Success or failure is recorded for your review
Quotes vs Estimates
Different systems use different terminology:
| HubSpot | QuickBooks |
|---|---|
| Quote | Estimate |
SimpleCommerceSync handles this translation automatically. When a HubSpot quote syncs, it creates a QuickBooks estimate.
Sync Directions
Quote sync offers three direction options:
HubSpot to QuickBooks
- Quotes created in HubSpot sync to QuickBooks as estimates
- Best for: Sales teams creating quotes in HubSpot CRM
QuickBooks to HubSpot
- Estimates created in QuickBooks sync to HubSpot as quotes
- Best for: Teams who create estimates in accounting software
Bidirectional
- Changes in either system sync to the other
- Conflicts resolved by most recent update timestamp
- Best for: Teams working in both systems
What Gets Synced
| Field | Synced |
|---|---|
| Quote/Estimate number | Yes |
| Customer | Yes (matched by email) |
| Line items | Yes (matched by SKU) |
| Quantities | Yes |
| Prices | Yes |
| Discounts | Yes |
| Expiration date | Yes |
| Notes/terms | Yes |
| Status | Configurable |
Quote Status Flow
HubSpot quotes have various statuses:
| Status | Description |
|---|---|
| Draft | Quote being prepared |
| Pending Approval | Awaiting internal approval |
| Approved | Internally approved |
| Approval Not Needed | No approval required |
| Accepted | Customer accepted |
| Rejected | Quote was declined |
| Void | Quote was cancelled |
You choose which statuses trigger a sync.
Sync Speed
Quote sync is near real-time. Most quotes appear in the destination system within seconds of being created or updated.
Voiding Quotes
When a quote is voided:
- If "Sync Void Status" is enabled, the estimate is also closed/voided
- This keeps both systems in sync for cancelled quotes
Sync Status Tracking
Every quote sync is logged. View history in Data then Quotes to see:
- Successfully synced quotes
- Failed syncs with error details
- When each sync occurred
- Estimate IDs in QuickBooks