Legacy QuickBooks Online integration is being retired in favor of the new integration

Resources Releases and Updates
21

Hi Ethan,

Not only do I share the frustrations of the people who commented above, but I am flabbergasted that you guys removed the old functionality and added massive mandatory step without actually letting people know the implications before updating.

I’ve upgraded the old app because of all the new sync features. Now, our operations are completely frozen because we can’t finalize invoices and must opt-in for the functional that requires senior management involvement and apparently will be removed from mandatory later per your comments above.

I hope you’ll never get to experience the wrath of accounting and operations because of one minor update. Adding insult to injury, you roll out this new upgrade and disable Legacy app from the appstore, so we have no other option but to go through **bleep** with approvals to try and get this thing working.

I applaud your engineering team for upgrading the app and adding great functionality, but how it was rolled out and handled is a disaster in my experience. The first customer rep didn’t even know the app is updated, the second tried to help and closed the ticket without resolution. So truly, this upgrade managed to rattle the entire company.

PS Thanks for giving us the platform to vent, otherwise our feedback goes pretty much unnoticed by the support

22

Hey @Nnastu - I’m sorry that’s been your experience. I’ll reach out 1:1 with your CSM and we can figure out a path forward that gets you operational again, and create a plan for migrating long-term.

23

To clarify @ethankopit , these questions are regarding how it will end up in QuickBooks, not what can happen native to HubSpot. When I tried to provide a full explanation, HubSpot wouldn’t allow me to post here, saying it was a “review”, even though it was full of questions.
Will we be able to:

  • Manually create invoices when we’re ready, that are then sent to QBO?
  • Include additional details like PO number and tracking information (either auto-filled from properties or input manually when creating said invoice), that are then synced over to the QBO invoice’s related fields?
  • Push those invoices into the QBO Task Manager for approval instead of just creating an open invoice, helping to avoid duplicate invoice numbers that cause sync issues with other systems feeding into QBO?
    • Since you said this isn’t possible, are there any plans to add that? Creating open invoices that don’t require review or queue up review in any convenient way is going to make it nearly impossible for our accounting team to go through them effectively.
  • Show payment status in the new Invoices sidebar card, after it has been marked as paid (or overdue) in QBO?
24

I have been trying to add the above comment for days, but every time I do, it is blocked for saying I have a “review” which is not allowed in this forum.
Unfortunately, I share the exact same sentiments as many of the most recent commenters. We made this update thinking it’d be better, and our entire finance process melted down. We were completely stuck for days and I had to get HubSpot Support to grant us approval to go back to the old integration just to get us operational again.
Between the impending forced migration, the lack of a “Create Invoice” button, the lack of functionality with HubSpot Invoices (can’t manually accept partial payments, can’t use recurring line items, can’t use payment schedules, etc.), and the fact that the 2-way invoice integration is not set up (and may not be until after we’re forced to migrate), this is nowhere close to an upgrade from our perspective. It will throw a massive, unavoidable wrench into our finance process and has caused many of our leadership to spend hours upon hours trying to figure out how we’re going to accommodate a change to something that wasn’t even remotely broken to begin with.

25

Hey @cjl2016 - I’m sorry you had trouble posting the comment, and I appreciate the feedback. I’m glad you were able to get back to the old version so we can work on a plan in a lower pressure enviroment. I’d also encourage you to ask your CSM or customersuccessteam@hubspot.com to request a proactive extension for you. That will ensure we work with you to plan as smooth of a transition as possible.

I noticed you’re meeting with my colleague Allison tomorrow, which is great. Just to make sure your questions are answered:

  • "Will we be able to manually create invoices when we’re ready, that are then sent to QBO?"

^^ Once we release invoice sync, which we’re currently rigorously beta testing with customers to prevent any occurences of duplicated or modified info in the accounting system, it will be possible to create invoices in HS that are synced to QBO, including any data in our mapped field (which you can see here). We welcome new requests for mapped data, though PO Number is actually a sticking point. We support a native PO Number field, but QBO does not. I’m working with the team on exposing our PO Number field so that you could map a custom QBO field to it for easy syncing.

  • “Push those invoices into the QBO Task Manager for approval instead of just creating an open invoice, helping to avoid duplicate invoice numbers that cause sync issues with other systems feeding into QBO?”

^^ you are right that for now, we don’t push invoices into the QBO Task Manager when syncing, but we have two mechanisms for preventing duplicate numbers and streamlining finance review. First, HS Invoices are not assigned numbers until they are published. So, they can be created in DRAFT (e.g. Deal is converted to Invoice in DRAFT), then reviewed by management or finance before finalizing and syncing to QBO. It will require review in HubSpot vs. QBO, but perhaps you could (or we could provide) an out of the box workflow to create a Task in HubSpot for review, which would contact/remind the appropriate person. Second, HubSpot Invoices by default have a prefix - INV - which will prevent any conflict with your QBO numbers, or any other system connected to QBO. This prefix (and your start number for invoices) is customizable. Once you’re ready to sync invoices to QBO, you will need to turn off the custom transaction numbers setting in QBO, otherwise QBO will try and use the HubSpot pre-fix on future QBO-created invoices. This is true for all QBO integrations, not just HubSpot’s.

  • Show payment status in the new Invoices sidebar card, after it has been marked as paid (or overdue) in QBO?

^^ yes, when you modify an invoice’s status in QBO, that will be reflected in HubSpot (e.g. voiding, paying) in the Invoices sidebar card.

In general re: billing flexibility (e.g. recurring invoices, partial payments, payment schedules), we understand that HubSpot Billing has room to grow - and it is growing! Partial payments is rolling out in the next few weeks, recurring invoices in the coming quarter, etc. The old integration only allows individual invoices to be send to QBO, and we hope that all of these new billing features + invoice sync will enable you to choose where you start your billing from (either HS or QBO) and have the ideal experience for your business.

26

It is dissapointing that Hubspot would push their customers to a new upgraded version that was not fully functional. We, as many others commenting, made the migration as suggested by Hubspot, and now our CS team has no way to access the PDF version of invoices. Based on the response I recevied from support this functionality is still in beta. I’d like to know what the ETA is on the release of this from beta and additionaly, we would like to go back to the legacy version until the functionality of the new integration is complete.

27

Hey @ARichards23 - I’ve got ahead and given your account access to re-install the old integration. I’ll reach out with next steps, and loop in your Customer Success manager to coordinate a long-term plan.

28

to be sure

29

Hi @ethankopit , quick question - it is still possible to use the automated HubSpot workflow action for creating invoices in Quickbooks with the new integration, correct?

One workaround that we’ve set up with a client is that we created a deal-based workflow with no automated enrollment criteria, and the action is to create an invoice in Quickbooks, and they would just enroll deals in the workflow manually to “manually” create their QB invoices.

30

Hey @katherineladue - yes! The new integration supports the same workflow actions as the old integration, though the WF actions in the new integration rely on outbound (i.e. HS --> QBO) Contact and Product sync in cases where the Deal’s contact is not already in QBO as a Customer or the Line Items are not in QBO as a Product . You can read more about our recommended Contact and Product sync filters here, but I would recommend being careful when you set these up, since you can accidentally send a lot more data to QBO than you intend. For example, I wouldn’t recommend sending “All Contacts” from HS into QBO.

31

This is bad for our company.

Given that we cannot create an integration invoice using Deal and CRM information, for sync’ing to our QBO accounting, now you want us to copy/paste all the info from a Deal and Contact pages over to our QBO invoicing web page? How is this improving the customer experience for me?

Can you please allow me to install the old Integration until you get the two way syncing working again?

32

After migrating to the new version and breaking our sales process we are now left with the following:

  1. create new field for “ready for invoicing”
  2. send deal to the accounts deptment
  3. have accounts log in to quickbooks and create a new invoice
  4. accounts notify sales of the invoice number and send as PDF via email
  5. accounts “add” invoice to the deal
  6. sales send email to customer with pdf invoice.

This has changed froma 1 hour a week job to a 1 day a week job.

is there a way to roll back onto the legacy integration until the May 14th resolution?

33

@JSand18 you can ask for an extension of the legacy integration until May 12. However, it’s running slower than it used to be. Unfortunately I am already looking for alternatives to Hubspot.

34

@GMachado54 - I have a ticket open asking how to roll back. have you managed to do this?

it makes hubspot useless to me as is because it is not in any way certifiable for accounting in our jurisdiction.

35

@JSand18 yes, I have. They responded per email. See below:

To do this, follow these two steps:

1. Uninstall the new integration

2. Access this link to install the old integration: HubSpot Marketplace

36

thanks @GMachado54

JSand18_0-1710963692073.png
JSand18_0-1710963692073.png732×420 33.3 KB

you must have special privileges :slightly_smiling_face:

37

Hey @JSand18 - you are right we need to re-open the install link. I’ve gone ahead and given you access to re-install the legacy integration. It’s perfectly fine to continue using the legacy integration until the May 14th timeline. I’ve also gone ahead and proactively provided an additional two-week extension to the deadline to ease any pressure and provide you time to test out two-way invoice sync, once it is available. I appreciate the patience.

38

Good afternoon,

This new integration has completley broken our invoicing process. We did not reliaze it would not allow us to create QB invoices in Hubspot or that we would be forced to use Hubspot invoices (why, you are not our accounting system???). Can we please have permission to revert to the legacy app and can Hubspot please consider that companies simply want a functional way to integrate QB and Hubspot since all of our invoicing and accounting is done in QB. Our team needs a way to 1) sync QB products into the deal 2) use those products to create QB invoices in Hubspot 3) access a pdf of the invoice via QB and 4) show the payment status of invoices.

Thank you

39

Hey @Hubspot23 - I’ve got ahead and given your account the ability to re-install the legacy integration. I’ll reach out 1:1 via email with re-installation instructions. I’ve also gone ahead and proactively provided an extension for you to further reduce stress.

40

We have been fighting with this “upgrade” for a week now and it’s more than bothersome that this upgrade was released and is not fully functional. I am so fed up with people making changes for the sake of making changes, streamlining a process DOES NOT include adding more steps. We made the upgrade without realizing it would bring our accounting department to a standstill as management attempted to figure out how to proceed. I too at this point would very much like to roll back to the legacy integration until a better solution has been made.