Mapping HubSpot Tax Rates to QuickBooks

A step-by-step guide to setting up tax mappings between HubSpot and QuickBooks.

Before You Start

Ensure you have:

  • Both HubSpot and QuickBooks connected
  • Tax rates set up in HubSpot
  • Tax codes set up in QuickBooks
  • Admin access to both systems

Step 1: Review Your Tax Rates

In HubSpot

  1. Go to your HubSpot portal
  2. Navigate to Settings then Objects then Products
  3. Find your tax rates/tax settings
  4. Note the names and percentages of each rate

In QuickBooks

  1. Open QuickBooks Online
  2. Go to Taxes
  3. Review available tax codes
  4. Note which codes match your HubSpot rates

Step 2: Access Tax Settings

  1. In SimpleCommerceSync, go to Settings
  2. Click Sync
  3. Select the Tax tab

Step 3: Refresh Tax Data

  1. Click the Refresh Cache button
  2. Wait for the data to load
  3. This fetches current tax rates from HubSpot and tax codes from QuickBooks

Step 4: Enable Tax Mapping

  1. Toggle Enable Tax Mapping to on
  2. Choose your Unmapped Tax Behavior:
    • "Mark as Taxable" is a good starting point
  3. Click Save Configuration

Step 5: Create Your First Mapping

  1. In the "Add Tax Mapping" section:
    • HubSpot Tax Rate: Select your tax rate from the dropdown
    • QuickBooks Tax Code: Select the corresponding code
  2. Click Add Mapping
  3. The mapping appears in the "Current Mappings" table

Step 6: Create Additional Mappings

Repeat Step 5 for each HubSpot tax rate:

HubSpot Tax Rate QuickBooks Tax Code
Sales Tax 8.25% TAX (or state code)
Tax Exempt NON
Reduced Rate 5% Custom reduced rate code

Step 7: Test Your Mappings

  1. Create a test invoice in HubSpot with taxable line items
  2. Wait for it to sync (or check sync logs)
  3. Open the invoice in QuickBooks
  4. Verify:
    • Correct tax code is applied
    • Tax amount is calculated correctly

Common Mapping Scenarios

Single Standard Tax Rate

Most common setup:

HubSpot QuickBooks
Sales Tax (your rate) TAX

State-Specific Taxes

For businesses in multiple states:

HubSpot QuickBooks
Texas Sales Tax 8.25% TX Tax Code
California Sales Tax 7.25% CA Tax Code
No Tax NON

Mixed Taxable/Non-Taxable

HubSpot QuickBooks
Standard Rate TAX
Exempt NON
Reduced Rate Custom code

Tips for Success

Keep naming consistent

Use clear names for tax rates that indicate their purpose and percentage.

Document your mappings

Keep a record of what maps to what for future reference.

Test with real scenarios

Before going live, test with invoices that represent your actual use cases.

Review periodically

Tax rates can change. Review mappings when rates are updated.

Updating Mappings

When rates change

  1. Update the tax rate in HubSpot
  2. Update the tax code in QuickBooks (if needed)
  3. Refresh cache in SimpleCommerceSync
  4. Update or recreate the mapping

When adding new rates

  1. Create the rate in HubSpot
  2. Create corresponding code in QuickBooks (if needed)
  3. Refresh cache
  4. Add the new mapping

Troubleshooting

Tax rate not appearing in dropdown

  • Click Refresh Cache
  • Verify the rate is active in HubSpot
  • Check HubSpot connection status

Tax code not appearing in dropdown

  • Click Refresh Cache
  • Verify the code is active in QuickBooks
  • Check QuickBooks connection status

Wrong tax applied

  • Verify the mapping is correct
  • Check the QuickBooks tax code percentage
  • Ensure the correct HubSpot rate is on the line item