Associating Invoices with Deals in HubSpot via Zapier

[CDeMares]

Hey HubSpot & Zapier experts! 👋

I'm looking for a way to automatically associate invoices with deals when the contact linked to the invoice already has an associated deal, since Quickbooks integration only sync invoices to contacts and not to deals. 

So I'm trying to achieve that with Zapier now but can't seem to find a trigger  "New Invoice Created" - I need to find a way to detect new invoices and link them to the correct deal automatically.

Will appreciate your support since haven't find any documentation on it. 

[RSchweighart · Accepted solution]

Hi @CDeMares, 

I recommend creating a private app and setting up a webhook.

Create a webhook trigger step in Zapier to get a webhook URL to point to in your private app.

Then, create a subscription in your private app for when an invoice is created.

From there, you can build the rest of your zap with any filtering, etc.

Let me know if you come across any issues.

All the Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help organizations use HubSpot and Zapier. 

[RSchweighart · Accepted solution]

Hi @CDeMares, thank you for the kind words.

You can leave that blank. There's a little more information about picking off a child key in this Zapier help article: https://help.zapier.com/hc/en-us/articles/8496288690317-Trigger-Zaps-from-webhooks#h_01HBGES5DWWMPDJ...

All the Best,

Ryan Schweighart

[RubenBurdin · Accepted solution]

Hi @CDeMares  

I hear you on this one Zapier can get tricky here since QuickBooks doesn’t expose a native “new invoice created” trigger into HubSpot. That’s why you’re only seeing invoices land on contacts, never on deals.

The path @RSchweighart  suggested with a private app + webhook works, but it’s a bit of custom plumbing. If you’re comfortable with HubSpot developer tools, you can subscribe to the invoice.creation event, push that into Zapier, and then call the CRM Associations API to link invoice > deal 

(https://developers.hubspot.com/docs/guides/api/crm/associations/associations-v4)

Without Ops Hub custom code, your other option is to let Zapier listen to QuickBooks directly. The catch is Zapier’s QuickBooks app only exposes “New Sales Receipt” and “New Payment” triggers, not invoices, so you’d need to layer a webhook or polling step on top

(https://help.zapier.com/hc/en-us/articles/8496288690317-Trigger-Zaps-from-webhooks)

So technically doable, but yes it feels more hacky than it should be.

For context, we’ve seen many teams stuck in this exact loop: invoices in QuickBooks syncing into HubSpot, but never attached to deals where sales actually livess

That’s why we built Stacksync to handle finance + CRM syncs natively. With it, QuickBooks invoices can flow straight into HubSpot and be automatically associated with the right deal (or company, or contact) in real time.

No Zapier workarounds or private webhooks to maintain, and it scales fine even if you’re pushing thousands of invoices a day

Happy to share how we’d set that up if useful.

Hope this clears things up a bit!

[RSchweighart · Accepted solution]

Hi @CDeMares, 

I recommend creating a private app and setting up a webhook.

Create a webhook trigger step in Zapier to get a webhook URL to point to in your private app.

Then, create a subscription in your private app for when an invoice is created.

From there, you can build the rest of your zap with any filtering, etc.

Let me know if you come across any issues.

All the Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help organizations use HubSpot and Zapier. 

[CDeMares]

@RSchweighart this is amazing! thanks!! 

Just one quick question: 

When creating the webhook in Zapier I get to this part and I'm not sure what to put in there: 

[RSchweighart · Accepted solution]

Hi @CDeMares, thank you for the kind words.

You can leave that blank. There's a little more information about picking off a child key in this Zapier help article: https://help.zapier.com/hc/en-us/articles/8496288690317-Trigger-Zaps-from-webhooks#h_01HBGES5DWWMPDJ...

All the Best,

Ryan Schweighart

[BérangèreL]

Hi @CDeMares 🌞 I hope that you are doing well!

Thanks for asking the HubSpot Community!

I have found similar threads that might help you!

- The solution from @kkotarba on this post "How to associate automatically a quickbooks invoice to a deal hubspot?"
- The solution from @aviafriat26 on this post "Workflow Custom Code to Associate an Invoice Record to a Deal Record"

And please @CDeMares, let me know if there is anything else I can help with. I'll be delighted to do so! ❤️

Best,
Bérangère

[CDeMares]

Hi @BérangèreL - thanks for your response! 

I in fact also found those posts but it wont apply to me because we don't have ops hub and it won't allow me to add custom code in workflows that's why I'm trying to achieve it through Zapier.