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

AnnaQ · ‎Mar 12, 2024

What’s changing about Hubspot’s QuickBooks Online Integration?

HubSpot still has an integration with QuickBooks Online, and that integration remains a top priority for us. We launched a new integration in 2023 and we are now working on helping users of the legacy integration migrate to the new one. The new QuickBooks Online integration features enhanced syncing functionality, including two-way Contact and Product syncs, as well as sync customization and sync health insights. In the near future, we will also be adding two-way Invoice sync and Payment sync. Learn more about the differences between the legacy integration and new QuickBooks Online integration below.

Starting on March 12, the legacy integration will be labeled “legacy” because the integration is being retired in favor of the new integration.

No functionality of the legacy integration has changed for current users, and you will not experience any disruptions before May 14. If you intend to keep HubSpot and QuickBooks integrated, you will need to migrate to the new QuickBooks integration by May 14.

Click this link to migrate

If you do not complete these steps before May 14 the legacy QuickBooks integration will stop syncing data and workflow actions will begin to fail. All teams who are using the legacy QuickBooks integration on May 14 will be affected, unless you have requested an extension.

Why are we sunsetting the legacy QuickBooks integration?

We have a new improved integration with QuickBooks that offers a better customer experience. By sunsetting the legacy QuickBooks integration, we are setting our customers up for success on a more scalable sync platform and expanding our capacity to improve the integration in the long term.

What are the core differences between the new QuickBooks Online integration and the legacy QuickBooks Online integration?

The primary difference between the new integration and legacy integration concerns syncing capabilities. The new QuickBooks Online integration, powered by HubSpot Data Sync, has more robust data syncing capabilities, which will continue to expand and mature. Some of the key differences include:

Bi-directional Contact and Product Sync: The new integration offers bi-directional Contact and Product syncing, whereas the legacy QuickBooks Online integration offered only one-way sync from QuickBooks Online → HubSpot. Two-way invoice sync is coming soon.

Advanced Sync Filtering: The new QuickBooks Online integration offers robust filtering, enabling you to control when data should sync from, and apply custom filters to control which data should sync.

Sync Health Reporting: The new QuickBooks Online integration offers sync health reporting to identify failing syncs and help remediate the failures.

How does the new QuickBooks Online integration affect my use of other HubSpot services?

Please note that if you are using the Integration Invoices CRM sidebar card, you will lose access to it if you migrate to the new QuickBooks Online integration

If you are using the Integration Invoices CRM sidebar card, we do not recommend for you to migrate to the new QuickBooks Online integration until two-way invoice sync is available later in Q2. We are offering extensions for customers who fall into this category. In order to request an extension, please reach out to your HubSpot Customer Success representative.

If you have customized your Contact or Product field mappings, you will need to recreate those mappings in the new QuickBooks Online integration, which requires HubSpot Ops Hub Starter.

If you have created internal process, Workflows, or Reports that depend on invoice deal properties located in the Deal object’s Accounting properties group (e.g. Amount Billed, Invoice Number), the new integration will not support those properties. Instead, we recommend using invoice objects to view/automate/report on this data. This allows you to leverage data across multiple invoices tied to a deal, rather than the deal properties, which stores data only on the most recent invoice.

What steps can I take to migrate to the new QuickBooks Online integration?

On May 14 the legacy QuickBooks Online integration will stop syncing data and workflow actions associated with the integration will begin to fail. To avoid being affected, we recommend following these steps:

Step 1: Determine if your team is using the Integration Invoices sidebar card.

This card will be removed when migrating to the new QuickBooks Online integration. You can create invoices natively within HubSpot, but they will not sync to QuickBooks Online. However, you can still attach existing QuickBooks Online invoices to deal records.

Important: If your team currently uses the Integration Invoices sidebar card to sync invoices to QuickBooks Online, you should not migrate to the new QuickBooks Online integration. Similar functionality will be available with the introduction of two-way Invoice sync in Q2. If you wish to seek an extension until two-way Invoice sync becomes available, kindly contact your HubSpot Customer Success representative.

Step 2: Proceed with migrating to the new QuickBooks Online integration if you are not using the Integration Invoices card above.

Log in to HubSpot, then navigate to Settings → Integrations → Connected Apps → Legacy Quickbooks Online → Begin transition process.
The migration wizard will guide you through the steps of the migration, including re-authenticating HubSpot’s access to QuickBooks Online, re-creating your existing sync settings, and re-creating any workflows that leverage the integration.
Your old Invoice, Contact, and Product data will not be deleted.

Step 3: Once your migration is complete, the wizard will automatically uninstall the legacy QuickBooks Online integration on your behalf.

If you see any discrepancies after migration (e.g. duplicate products or invoices), please contact HubSpot Support.

Please note: We highly recommend that you finish the migration process (which should take <10 minutes) once you start the migration wizard. Interrupting the migration process may lead to an incomplete migration.

The new QuickBooks Online integration does not have the Integration Invoices sidebar card and its associated actions (i.e. Create Invoice, Add Existing Invoice). Instead, the new QuickBooks Online integration relies on the native “Invoices” sidebar card.

What are key dates I should look out for?

If you intend to keep HubSpot and QuickBooks integrated you will need to update to the new QuickBooks Online integration by May 14. Please stay tuned for the following notifications:

All customers using the legacy QuickBooks Online integration will be notified for the first time on Mar 12, 2024
All customers who have not migrated by Apr 30, 2024 will be reminded again.
Starting May 14, 2024, the legacy QuickBooks Online integration will stop syncing data and workflow actions will begin to fail.

3/25 Update: If you are worried about meeting the migration deadline outlined above, we can provide a new extension that gives you a minimum of 45 days from the email notification that two-way invoice sync is GA. Those granted an extension will be informed once two-way invoice sync is ready, and they will have 45 days from the email notice to test the feature and complete the migration before facing any service disruptions. If you believe you require an extension, reach out to your HubSpot Customer Success representative or customersuccessteam@hubspot.com and they can initiate the request on your behalf.

katherineladue · ‎Mar 12, 2024

Hi, can you clarify this piece:

"Step 1: Determine if your team is using the Integration Invoices sidebar card. This card will be removed when migrating to the new QBO integration, but you will not lose the ability to create new or attach existing QBO invoices on deal records. If you need to create Invoices, sign up for free for HubSpot’s Commerce Hub."

The invoice sync between HubSpot and Quickbooks in the new version of the integration appears to still be one-way from Quickbooks to HubSpot, so I'm confused about how creating HubSpot invoices in Commerce Hub will replace the "Integration Invoices" sidebar card, unless that sync is becoming bidirectional? How will we be able to manually create Quickbooks invoices from HubSpot with this new integration?

Thank you!

RGould · ‎Mar 12, 2024

Hi,

I'm in agreement with @katherineladue's concern.

We have also been using the "Integration Invoices" sidebar to create invoices in QuickBooks and would very much prefer to continue sending our invoices via QuickBooks, or at least have copies made of the invoices in QuickBooks. Will we continue to be able to create QuickBooks invoices from HubSpot in some way?

We also value the ability to send invoices as PDF attachments, rather than webpage links. Will this be supported in the native HubSpot invoice creation?

Any support and clarification you can provide will be very much appreciated.

Thanks!

ethankopit · ‎Mar 12, 2024

Hey @katherineladue - thank you for the question. So, I have two answers:

1. In the very short term, you can create Invoices, then you can export invoices from HubSpot and import them into Quickbooks.

2. We also just kicked off beta testing for our outbound invoice sync from HubSpot --> Quickbooks, and we hope to have that available for folks to use soon, ideally before the May 14th sunset date.

ethankopit · ‎Mar 12, 2024

@RGould thanks for asking! Native Hubspot invoices support both a web-hosted version, as well as invoice PDFs. Long term, our goal is for you to create invoices in HubSpot, and then have them synced over to QBO using two-way invoice sync, which is under active development. We're hoping to have this available for broad use before the May 14th sunset date, and we're currently beta testing it.

You can try creating a native invoice in your portal today and seeing how it renders, what the sending options are, etc. Let me know if you have more questions.

JRedding · ‎Mar 13, 2024

My company just did the integration and it is not as easy as it sounds. Quickbooks and HS are not syncing for us and I am having concerns that the new process will upset customers as we always have our accountant approve an invoice before it gets sent so no errors get made.

I put a support ticket in this morning but I have yet to hear an answer.

cjl2016 · ‎Mar 13, 2024

I very much share the sentiments and concerns above.

@ethankopit, Does the new integration have a way to:

Manually create invoices when we're ready?
Include additional details like PO number and tracking information (either auto-filled from properties or input manually when creating said invoice)?
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?
Show payment status in the new Invoices sidebar card?

ethankopit · ‎Mar 13, 2024

Hey @JRedding - I'm sorry that was your experience. I'll will reach out to support to identify what could be causing an issue with the two systems not syncing.

Re: having the accountant approve an invoice, I think we may need to make a small process change here. HubSpot invoices do not need to be sent immediately once they are finalized. You can just exit out of the sending screen. It might be good to ask your reps to finalize, but not send, invoices, then the accountant can review the invoices before they are sent. In the case of mistakes, we don't yet offer editing of invoices (you'll need to clone, void, and re-issue), but we are actively working on making invoice editing available in the coming weeks.

ethankopit · ‎Mar 13, 2024

@cjl2016 thanks for asking. I'll tackle those one at a time.

Manually create invoices when we're ready? <-- Yes, Invoices can be created but NOT sent. You can even schedule them to be sent with a custom message, if you click "Write Email Manually".

Include additional details like PO number and tracking information (either auto-filled from properties or input manually when creating said invoice)? <-- Yes! The invoices tool supports adding PO number manually, and we're currently working on a project to support embedding fields (e.g. PO number) automatically.

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? <-- No, for now invoices are created with their own HubSpot invoice number (which by default has a prefix INV to avoid conflicting with QBO, and the number start-point can be adjusted as well).

Show payment status in the new Invoices sidebar card? <-- Yes, Payment status is displayed in the sidebar card.

JRedding · ‎Mar 13, 2024

@ethankopit I talked to support an hour ago and the problem though is that I was told that the data sync is no longer two-directional and only information from QuickBooks is entering Hubspot. This is not a small sales process for our company but a huge difference that impacts our accounting processes and business operations. We did not realize this update was going to impact that much of our business when we decided to do it.

ethankopit · ‎Mar 13, 2024

Hey @JRedding - it's surprising to hear them say that, since the new integration actually supports more data syncing than the old.

The old integration supports one-way sync of invoices, contacts, and products. The new integration supports two-way sync of contacts, products, and one-way invoice sync. But, we are currently beta testing two-way invoice sync.

I'll email you about your specific situaton and we can figure out a path forward.

GMachado54 · ‎Mar 13, 2024

Unfortunately HS is giving a stepback. @ethankopit the solution you present of exporting and importing invoices adds one layer to the process, which makes it more complicated than it originally was.

I share the same concerns as everyone else here. It was extremely easy and convenient to create invoices from strach using these buttons shown below. HS is forcing its customers to use its own solution as opposed to give freedom of choice.

Please set back the old and excellent methodology!

GMachado54 · ‎Mar 13, 2024

@ethankopit

in respect to your comment:

Long term, our goal is for you to create invoices in HubSpot, and then have them synced over to QBO using two-way invoice sync, which is under active development. We're hoping to have this available for broad use before the May 14th sunset date, and we're currently beta testing it.

Why didn't you discontinue the old solution after the new one was ready? Why do you have to create chaos with your customers?

ethankopit · ‎Mar 13, 2024

Hey @GMachado54 - thanks for the feedback. We recognize that in the short term, using import is a less streamlined experience than before, but in the long term we feel that the new integration is the right choice for our community. The new integration gives us two-way contact and product sync, sync health reporting, and the ability to control precisely which data flows from system to system using sync filters. All of this functionality is available at no cost.

And, soon, the same infrastructure powering two-way contact and product sync will also power two-way invoice sync and payment sync, which will give you the freedom to choose to invoice from HubSpot OR from QBO. Either way, your invoice data can live in HubSpot and you can use it for Reporting, Automation, etc.

I do want to re-iterate that while we sent out the sunset announcement yesterday, the legacy QBO integration will not experience any changes until May 14th - more than two months from now. If you are concerned about your ability to migrate by that date, you can also ask your Customer Success manager (or customersuccessteam@hubspot.com) to proactively request a two-week extension.

While the new integration is a change for those using the Integration Invoices card's "Create Invoice" button, only ~10% of our user-base is using the card and the new integration will serve 90% of users even better. Like I said, if you'd like to see invoice sync in action before you switch, I recommend requesting an extension to get the maximum amount of time on the old integration.

AEvans8 · ‎Mar 14, 2024

The new app forces the use of your payment system, it is a fundamental change which is to make you money and remove choice.

How is that good for your customers?

BSummerson · ‎Mar 14, 2024

The soon to be retied Invoice Card and 'Create Invoice' button are amazing quality of life buttons.

It makes it very easy for our front end team to prepare the invoice and have it populated in QB. Then another QB user sends out the invoices.

We have this set up with two different business units and different QB accounts and I'm concern this change will impact our ability to easily handle these transactions.

KWhelan · ‎Mar 14, 2024

We had something break with the old integration and were getting error messages referencing our integration as "legacy" and I assumed the new integration was meant to fix that error, so I upgraded not knowing the vast impacts this would make to our process. Given that the change was going to be forced in several weeks anyway, I figured we'd just go ahead and do it now when it was top of mind. We also use the create invoice card to send draft invoices to our finance team to view and approve. The statement in the post above that you can "add payments for free" is a bit frustrating and doesn't elaborate on how much work that process will be. As an admin, this is not an easy feature to set up. I'm being asked to provide personal information (last four of SSN) for someone from our senior leadership team, as well as fill out a TON of financial information for our company for a tool we have no intention of actually using, aside from recreating the process we used that you phased out. I have already reached out to Hubspot's support team, but overall I am both displeased with myself for not reading deeper into this before making the change, and Hubspot for making me click through to this blog to understand what the change meant.

ethankopit · ‎Mar 15, 2024

Hey @AEvans8 - sorry for the confusion there. For now, using HubSpot Invoices does require you to sign up for Commerce Hub (i.e. sign up for HubSpot Payments or connect a Stripe account for payment processing), but there are two things worth noting:

1. Commerce Hub is free to sign up for, and you do not need to offer payment collection on your invoices if you choose. If you do want to offer payment processing, you can use HubSpot Payments, or bring your own Stripe account.

2. HubSpot Invoices will soon be available for use without signing up for HS Payments or connecting a Stripe account for payment processing. If you would like to wait until then, then I would contact your CSM about getting an extension to the May 14th deadline.

ethankopit · ‎Mar 15, 2024

@BSummerson I'm glad to hear you have found value in the "Create Invoice" button! Let's chat 1:1 with your Customer Success Manager and figure out if we can provide that same value in the new integration before you migrate. The migration wizard will facilitate migration for multiple accounts, but, to be clear, you will lose access to the "Create Invoice" button if you migrate.

ethankopit · ‎Mar 15, 2024

@KWhelan I'm sorry that's been your experience. I'm going to reach out 1:1 and loop in your Customer Success manager so that we can put together a plan to reduce the friction involved. Please keep an eye on your inbox.

Nnastu · ‎Mar 15, 2024

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

ethankopit · ‎Mar 15, 2024

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.

cjl2016 · ‎Mar 15, 2024

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?

cjl2016 · ‎Mar 15, 2024

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.

ethankopit · ‎Mar 18, 2024

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.

ARichards23 · ‎Mar 18, 2024

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.

ethankopit · ‎Mar 18, 2024

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.

bwadi · ‎Mar 18, 2024

to be sure

katherineladue · ‎Mar 18, 2024

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.

ethankopit · ‎Mar 18, 2024

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.

QBOID_Z · ‎Mar 20, 2024

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?

JSand18 · ‎Mar 20, 2024

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

create new field for "ready for invoicing"
send deal to the accounts deptment
have accounts log in to quickbooks and create a new invoice
accounts notify sales of the invoice number and send as PDF via email
accounts "add" invoice to the deal
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?

GMachado54 · ‎Mar 20, 2024

@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.

JSand18 · ‎Mar 20, 2024

@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.

GMachado54 · ‎Mar 20, 2024

@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: https://app.hubspot.com/ecosystem/6479533/marketplace/apps/finance/accounting/quickbooks-online

JSand18 · ‎Mar 20, 2024

thanks @GMachado54

you must have special privileges 🙂

ethankopit · ‎Mar 20, 2024

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.

Hubspot23 · ‎Mar 21, 2024

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

ethankopit · ‎Mar 21, 2024

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.

moniserie · ‎Mar 21, 2024

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.

CIPS · ‎Mar 21, 2024

Appreciate all the steps and solutions but I wished the integration got upgraded instead of having features removed and having to re-sync the data.

ethankopit · ‎Mar 22, 2024

Hey @moniserie - 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.

JThomas6 · ‎Mar 22, 2024

I am confused... step 2 states "Proceed with migrating to the new QBO integration if you are not using the Integration Invoicescard above." So what do we do if we ARE using the Integration invoices card?

We bill through QBO and link those invoices to deals in Hubspot. We have no intention of ever billing directly through Hubspot. Will we be able to continue this process?

TWerboweski · ‎Mar 22, 2024

I was not told there are issues with Sync from Hub to QB and now we have a number of invoices that aren't recorded. This is a mess and I'm told I need to recreate the invoices manually in QB which I'm sure will result in duplicates.

Then there is the issue with no knowing if the invoice was seen.

Instead of a notes that is perment we have to remember to include a snippet.

Am I missing something here or did we take a giant step backwards?

Please allow me to re-install the old integration ASAP.

ethankopit · ‎Mar 22, 2024

Hey @JThomas6 - my recommendation would be to reach out to your Customer Success Manager (CSM) or customersuccessteam@hubspot.com and request an extension. Once we make two-way invoice available, you will be able to create an invoice in HubSpot and sync it to QBO, where you can send it from QBO or get it paid. We also offer user-level permissions so you can control who can generate invoices.

^^ if you don't want the invoices to be generated on the HubSpot and synced to QBO, unfortunately that's the model we are shifting to. That said, you will not need to send them from HubSpot, or pay any fees. Both invoicing and invoice sync will be free to you.

ethankopit · ‎Mar 22, 2024

Hey @TWerboweski - we have invoice sync in beta, but it is not generally available yet. I would recommend requesting an extension so that you have time to test out invoice sync before commiting to the migration. You can request an extension by reaching out to your Customer Success Manager (CSM) or customersuccessteam@hubspot.com if you're unsure who you're CSM is. In the short term, if you create invoices in QBO directly, you will not experience any duplicates. I would recommend creating the invoice directly in QBO, rather than creating it in HS, then creating it in QBO.

If you choose to invoice from HubSpot, if you send the invoice manually (i.e. write email manually) you will get open and click tracking. You are right, though, that our automated sending does not yet support open and click tracking. We do offer both snippets and default comments for invoices.

Hubspot23 · ‎Mar 22, 2024

"^^ if you don't want the invoices to be generated on the HubSpot and synced to QBO, unfortunately that's the model we are shifting to. That said, you will not need to send them from HubSpot, or pay any fees. Both invoicing and invoice sync will be free to you."

Ridiculous decision to force users to use Hubspot invoicing when we currently have a functional direct connection to QBO invoicing. Why on earth should we need to create a Hubspot invoice and then a duplicate QBO invoice and somehow sync them. That makes no sense. Many of us have invested significant time in both setup and training on the 'legacy' integration. There is simply no reason for QBO users to need to use a second invoicing system to properly integrate QBO invoicing and Hubspot Deals. Not to mention the significant amount of setup required for this new integration and it's currently poorly implemented state. Very disapointing.

At a minimum, if this is going to be forced on your users it would be nice if there was proper documentation so we can understand how the new integration is intended to work and how we are going to sync invoicing between Hubspot and QBO. For example, the current documentation appears to imply we need to setup Commerce Hub and pay for an Operations Hub add-on. And there is no information about how we configure QBO to work properly with this new workflow.

ethankopit · ‎Mar 25, 2024

Hey folks - I wanted to let you know that we hear your feedback loud and clear that for folks using the Integration Invoices card to manually create invoices in QBO, the sunset has caused some frustration and stress. So, we’re taking several steps, outlined below, that we hope will reduce some pressure and provide a smoother path to transition.

We’re clarifying the documentation and in-app messaging to make it clear that migrating will result in the loss of the ability to manually create invoices in QBO, for now.
We are updating our extension policy. Rather than providing a multi-week extension, we will instead provide an extension until two-way invoice sync is generally available. As a reminder, two-way invoice sync will be a free feature. At that time, we will contact all those who have received an extension, notify you that two-way invoice sync is available and provide at least 45 days to test and update your billing process. We will provide documentation (including videos recorded by me) about new best practices/how-to’s and your CSM can work with you to setup sync, configure permissions, and update any workflows and reporting if need be. If you would like an extension, please contact your CSM or customersuccessteam@hubspot.com and they can fill in the request form for you. All requests will be granted. This is done to ensure you have a point-of-contact at HubSpot to help you with the change. I will not provide extensions in the comments here for that reason.
For folks who do not receive an extension, our original timeline for the sunset will remain the same. All users who do not receive an extension by May 14th will start to see data syncing disruptions.

If you migrated, but would like to revert back to old integration and receive an extension, please contact your CSM. We can give you access to re-install legacy integration, and they can also submit the form providing you an extension.

MCote4 · ‎Apr 3, 2024

Hello @ethankopit ; how is the integration support the "bundle" in QBO? In HS right now, I refer to a product (one-line item) which refer to a "bundle" in QBO that has 4 items in it. The product sync is based on what properties?

thank you

cjl2016 · ‎Apr 3, 2024

@MCote4 I am incredibly interested in this question, as well, and look forward to hearing back from you @ethankopit!

In the meantime, @MCote4 can you help me understand exactly what you all currently do? We have operated under the impression that bundles were not possible given the HubSpot Product Library limitations. Are you saying that you've found a way to create a single line item in the product library that is tied (via SKU?) to your Products & Services in QuickBooks Online, so that when the invoice is created and pushed over, it populates with all of the items inside the bundle?

I'd love to understand exactly what this looks like for you! Thank you.

ethankopit · ‎Apr 4, 2024

@MCote4 you can find some documentation about how product sync works in the new integration's KB doc. The native HubSpot product library doesn't support bundles, so I'm as curious as Cody how you're using one product to reference multiple. Perhaps you have multiple products each with the same income account?

Either way, the only difference for Product Sync in the in the new integration is:

1. Product Sync is (optionally) bi-directional, though it defaults to one-way (QBO --> HS)

2. Product Sync default uses the SKU field as its unique identifier and only syncs products w/SKUs

3. Product Sync is filterable (similar to Lists), so you can control which Products/Services flow back and forth from QBO and HS using property filters.

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