Troubleshooting Tax Issues

Common tax-related problems and how to resolve them.

Tax Code Not Found Error

Understanding the error

This occurs when a HubSpot line item has a tax rate that isn't mapped to a QuickBooks tax code, and your unmapped behavior is set to "Fail the Sync."

How to fix

  1. Note the tax rate from the error message
  2. Go to Settings then Sync then Tax
  3. Click Refresh Cache to ensure you have latest data
  4. Create a mapping for the missing tax rate
  5. Retry the failed sync

Preventing this issue

  • Map all your HubSpot tax rates before syncing invoices
  • Or change unmapped behavior to something other than "Fail the Sync"

Incorrect Tax Amount

Tax percentage mismatch

If QuickBooks shows a different tax amount:

  • Verify the mapped QuickBooks tax code has the correct percentage
  • QuickBooks calculates tax based on its code, not HubSpot's percentage

Resolution

  1. Check the QuickBooks tax code percentage
  2. Ensure it matches your HubSpot tax rate
  3. If needed, create a different tax code in QuickBooks

Missing Tax on Invoice

Tax mapping not enabled

  1. Go to Settings then Sync then Tax
  2. Verify "Enable Tax Mapping" is on

Tax rate not mapped

  1. Check if the HubSpot tax rate has a mapping
  2. Create one if missing

Line item marked non-taxable

  • Check if the line item in HubSpot has no tax applied
  • Items without tax in HubSpot sync as non-taxable

Refresh Cache Not Working

Connection issues

  1. Verify both HubSpot and QuickBooks are connected
  2. Go to Settings then Connections to check

No tax rates found

If HubSpot shows no tax rates:

  • Verify tax rates exist in your HubSpot portal
  • Check that tax rates are active (not archived)

If QuickBooks shows no tax codes:

  • QuickBooks requires tax to be set up
  • Verify tax codes exist in your QuickBooks company

Duplicate Mappings

Same HubSpot rate mapped twice

The system prevents this - each HubSpot tax rate can only have one mapping.

Multiple rates with same percentage

If you have multiple HubSpot tax rates with the same percentage:

  • Each needs its own mapping
  • They can map to the same or different QuickBooks codes

Mapping Disappeared

Tax rate deleted in HubSpot

If a HubSpot tax rate is deleted:

  • The mapping may become orphaned
  • Delete the old mapping and create new ones as needed

Refresh to see changes

  • Click Refresh Cache to update available options
  • Changes in either system require a refresh

QuickBooks Tax Code Not Available

Code not active

  • Only active QuickBooks tax codes appear in dropdown
  • Activate the tax code in QuickBooks if needed

Recently created code

  • Click Refresh Cache to fetch new codes
  • Wait a moment and try again

Unmapped Behavior Not Working

Setting not saved

  1. After changing unmapped behavior, click Save Configuration
  2. Verify the change persists

Mapping exists

If a mapping exists for the tax rate, it will be used regardless of unmapped behavior. Unmapped behavior only applies to rates without mappings.

Tax on Service Items

Service vs product items

Some QuickBooks setups handle tax differently for services:

  • Verify your tax codes apply to the type of items you're syncing
  • Check QuickBooks tax settings for service items

Multi-State Tax Issues

Different rates per state

For businesses with multiple state tax rates:

  1. Create each state's tax rate in HubSpot
  2. Create corresponding tax codes in QuickBooks
  3. Map each HubSpot rate to its QuickBooks code

Customer location-based tax

QuickBooks may calculate tax based on customer location:

  • Ensure customer addresses are synced
  • Verify QuickBooks tax settings