Tax Mapping Overview

Tax mapping ensures that tax rates from HubSpot invoices and quotes are correctly translated to QuickBooks tax codes.

Why Tax Mapping Matters

HubSpot and QuickBooks handle taxes differently:

  • HubSpot uses tax rates (percentages applied to line items)
  • QuickBooks uses tax codes (predefined codes like "TAX" or specific state codes)

Without proper mapping, invoices may sync with incorrect tax or fail entirely.

How It Works

When an invoice or quote syncs:

  1. Tax detected - We identify the tax rate on each line item
  2. Mapping lookup - We find the corresponding QuickBooks tax code
  3. Tax applied - The correct tax code is applied to the line item
  4. Totals calculated - QuickBooks calculates the final amounts

Tax Mapping Components

Tax Rate Mappings

You create mappings between:

  • HubSpot tax rates (e.g., "Sales Tax 8.25%")
  • QuickBooks tax codes (e.g., "TAX" or state-specific codes)

Unmapped Tax Behavior

When a HubSpot tax rate doesn't have a mapping, you choose what happens:

  • Use a default tax code
  • Mark as taxable
  • Mark as non-taxable
  • Fail the sync (strict mode)

What Gets Mapped

From HubSpot To QuickBooks
Tax rate ID Tax code ID
Tax percentage (calculated by QB from code)
Per line item Per line item

Common Scenarios

Single Tax Rate

If you have one standard tax rate:

  1. Create one mapping from your HubSpot rate to QuickBooks code
  2. All taxable items will use this mapping

Multiple Tax Rates

If you have different rates (state taxes, special rates):

  1. Create a mapping for each HubSpot tax rate
  2. Each maps to its corresponding QuickBooks code

No Tax

For non-taxable items:

  • HubSpot items without tax don't need mapping
  • They sync as non-taxable in QuickBooks

Tax Code Sources

QuickBooks tax codes come from:

  • Default codes (TAX, NON)
  • State/jurisdiction specific codes
  • Custom tax codes you've created

Use the Refresh Cache button to fetch the latest tax codes from both systems.

Viewing Tax Mappings

  1. Go to Settings then Sync then Tax
  2. View current mappings in the table
  3. See HubSpot tax name and QuickBooks tax code for each