Have you ever wondered how to automate invoicing while using the same accounting system? If you’re already managing invoices through QuickBooks and planning on using HubSpot for CRM, you’re in luck. You can integrate HubSpot’s CRM capabilities with QuickBooks’ invoicing without overhauling how you’ve always managed your books.
This article covers the steps necessary for automating invoicing using HubSpot and QuickBooks to keep things running smoothly while automating invoicing tasks.
Why Automate Invoicing?
You may be used to manually going through your list of clients and generating invoices one by one. Unfortunately, that can eat up your time faster than you think. By automating invoicing, you’re freeing up hours that you could spend on growing your business, tracking metrics, or simply not stressing over the end-of-month invoice pileup.
Integrating QuickBooks with HubSpot
Using HubSpot’s native workflows and QuickBooks’ accounting features, you’re setting yourself up for a streamlined invoicing process that’s integrated directly into your existing workflow. There’s no need to ditch your current processes or tear down what’s working, as this integration simply builds on it. So, how do you set this up?
Step 1: Connecting QuickBooks and HubSpot
First, you’ll need to connect QuickBooks and HubSpot, which is a pretty easy process. Follow the next steps:
- Head to HubSpot’s App Marketplace: In your HubSpot account, find the “Marketplace” and search for “QuickBooks”. Click “Install”, and HubSpot will guide you through the connection steps.
- Log into QuickBooks: You’ll be prompted to log into your QuickBooks account and give HubSpot the necessary permissions to access your data.
- Map Your Data: HubSpot will ask you to map your QuickBooks data to HubSpot properties. You should tweak this slightly to ensure the right data flows between the two systems. For example, link customer details, payment terms, and any other custom fields relevant to your workflow.
Once connected, these two systems start playing nicely together, allowing you to easily set up automation.
Step 2: Setting Up the Automation
With the QuickBooks-HubSpot connection up and running, you can set up an automation to create invoices without lifting a finger. But don’t worry; this isn’t a rigid setup. You have control over when and how invoices are triggered.
Access the Workflow Tab from The Left Navigation Bar
- Create a Workflow in HubSpot: Head over to HubSpot’s “Workflows” tab. This is where you’ll build out your automated invoice process.
- Define Your Triggers: Do you want invoices to be generated when a deal closes? When a customer reaches a certain stage in the sales process? You can set triggers to ensure that invoices go out exactly when they should—without you having to do it manually.
- Specify the Invoice Creation Action: Add an action in your workflow to “Create Invoice in QuickBooks”. This tells HubSpot to trigger QuickBooks whenever a deal meets the conditions you set.
One of the best parts about HubSpot’s workflows is the flexibility. If you’re not quite sure you want every closed deal to generate an invoice automatically, you can set the automation to run on a delay, allowing you to review deals before sending out the bill. And if you want to send a thank-you email along with the invoice, you can automate that, too!
Step 3: Keep Your Existing QuickBooks Processes
Here’s the beauty of this setup: you’re not replacing QuickBooks. You’re just letting HubSpot do some of the heavy lifting for you. Your invoicing data, history, and financial records stay right in QuickBooks, exactly where you’re used to finding them.
How Will This Integration Impact My Team?
Rest assured, this integration doesn’t mess with the way your finance or sales teams currently operate; it simply makes their lives a little easier. Sales teams can close deals without worrying about the paperwork piling up. As soon as a deal is won, the invoice process starts automatically, taking one more to-do off their list.
Moreover, finance teams stay in control. QuickBooks continues to store all the records, and they have full visibility over generated invoices, with HubSpot automating just the timing and delivery.
By automating invoices without overhauling anyone’s existing process, you’re keeping everyone happy—no protests from sales or accounting. Instead, they’ll appreciate the extra time and the decreased risk of errors.
A Few Tips for Getting the Most Out of Your Integration
- Test, Test, Test: Run a few trial invoices through your new workflow to make sure everything runs smoothly. The last thing you want is for an invoice to be sent to the wrong contact or with incorrect information.
- Review Your Workflow Regularly: Business processes change, and your invoicing workflow may need tweaks from time to time. Set a reminder to review and update your workflow quarterly.
- Get Feedback from Your Teams: Ask your sales and finance teams for feedback after a few months of using the integration. You might discover ways to improve or refine the process to suit their needs better.
Common Questions About QuickBooks-HubSpot Integration
Still unsure if this integration is right for you? Let’s answer a few questions.
Will this integration mess up my existing QuickBooks settings?
Nope! QuickBooks handles your invoicing exactly as before. HubSpot simply triggers the invoice creation process based on the conditions you set. QuickBooks remains your single source of truth for all things finance.
Can I customize the invoices?
Absolutely. Customization options in QuickBooks remain available. So, if you’re using a specific template or need different invoicing terms, this integration won’t interfere.
What if I need to make manual adjustments?
HubSpot won’t interfere with any manual tweaks you make to invoices in QuickBooks. It simply starts the process, but you retain complete control for any adjustments.
So, there you have it! By linking HubSpot and QuickBooks, you simplify invoicing and give your teams more time to focus on what they do best. With automation in place, you’ll be waving goodbye to those end-of-month invoicing marathons and saying hello to a more efficient way to keep your cash flow moving.
