topic Re: Notification or Integration? in Dashboards & Reporting

Notification or Integration?

STreasurer — Mon, 17 Mar 2025 16:24:51 GMT

We are a property owners association just getting started with HubSpot. Our accountant uses QuickBooks Accountant Desktop. I currently have HubSpot set up with all of our property owners in contacts and all of our parcels in inventory. Then I created a subscription for each owner that includes a membership fee & lot dues for each parcel owned. I haven't yet been able to find a way to integrate QB Accountant (desktop) so our invoices and payments are in sync. As a workaround, can we:

1) Automatically notify the accountant that a subscription has been changed so she can update her side accordingly?

2) Automatically send her notifications and/or receipts of payments received?

3) Automatically send her invoices to print & mail once a year?

Thanks!

Re: Notification or Integration?

PamCotton — Mon, 17 Mar 2025 21:51:40 GMT

Hey @STreasurer, thank you for posting in our Community, and Happy Monday!

Currently, HubSpot doesn’t have a direct integration with QuickBooks Desktop, but you can set up workflow-based email notifications as a workaround.

You can create a workflow to notify the accountant when a subscription changes, payments are received, or invoices are due.

To our top experts @ScottPennwood and @Shadab_Khan any recommendations for @STreasurer matter?

Thank you,

Pam

Re: Notification or Integration?

ScottPennwood — Tue, 18 Mar 2025 08:52:54 GMT

Hi @STreasurer!

So first-off, just to check this integration by Commercient wouldn't do what you need it to do in terms of sync? Full disclosure, i've never used this particular app before but it's HubSpot Certified and from the few reviews it has, it's rated very highly.

Anyway in answer to your questions:

1 - Yes you can! Use the Subscrition-based enrolment trigger and then whatever property you want to use to trigger the workflow, use "Is Known" and every time that field is updated it will trigger the workflow. Make sure Re-enrollment is on if you need it.

2 - Yes, probably using the Last Payment Date property.

3 - Sending invoices in bulk once a year seems like a bit of an admin nightmare, but if you're not talking vast numbers could be fine! For this I'd use the Invoices-based enrollment --> Event --> Object Created. Pop in a delay until the date you want them all to go, then send an internal notification email with the PDF Download Link (or simply link to the invoice if you prefer) in it. I'd potentially look at having a branch to check on invoice status and send a different email for Paid/Unpaid etc.

Hope this helps and best of luck with your automation journey!

Re: Notification or Integration?

STreasurer — Tue, 18 Mar 2025 11:31:33 GMT

I cannot get that Commercient integration to load. Yesterday I was just getting a blank page (on different browsers, even incognito). Today I get a login error.

The rest of this I'll have to do some research on. I haven't used HubSpot since...2015 maybe? It has definitely evolved a ton since then, so most of this is all Greek to me at the moment.

This is a property owners association. The only things we invoice for are membership dues, lot fees, and key fees - and they're all only done once a year. There's about 350 property owners right now, but it could be as many as 620. Not terrible.

Right now I have each parcel listed as an inventory item. The owners are all in as contacts. They each have a subscription with their annual membership fee and then the lots they own so that the membership dues and lot fees are automatically billed to them annually. The keys are optional and we don't do them until the end of April, so I haven't done that part yet.

Re: Notification or Integration?

Shadab_Khan — Fri, 21 Mar 2025 10:43:54 GMT

Thanks for the tag @PamCotton , Looks like Scott already handled this here!

Re: Notification or Integration?

STreasurer — Sun, 30 Mar 2025 21:58:24 GMT

Can anyone tell me what subscription I would need to get workflows enabled? And what I'd need to use something like Commercient?