Update Invoice details when associated to a deal

[mohamedhamad]

I have my QBO invoices synced, and I can see them all in the invoices tab in commerce hub. They are never associated with the contact or comapny. Not sure why that is, but i want to automate some of that with a workflow.

I'm wondering if there is a way to associate the contact and company from a workflow if I assign a deal to the invoice. So that they workflow takes the company and contact from the deal, and assigns it to the invoice automatically.

[mohamedhamad]

@bendonahower 

I understand that part. What i'm looking for is a workflow, where if i associate a deal to an invoice, then it triggers to associate the deal company and contact to the invoice company and contact.

I know i have to do this manually. I just want to reduce the data entry time by associating one object, the deal, and have the workflow do the rest. 

i hope thats possible with hubspot workflows.

[bendonahower · Accepted solution]

Zapier, Associ8, or Custom Coded Action (Ops Hub) can associate records with one another like this, but you can't associated object records with one another natively with workflow actions aside from the default capability of associating the record that enrolled in the workflow with a newly created record action.

[bendonahower]

Alas, syncing to companies is not possible. See the native integration page. Data travels from QBO customer to HubSpot contacts, nothing to companies.

Sync all customers: it's recommended to sync all customers from QuickBooks Online into HubSpot as contacts. When you create an invoice for an existing customer, make sure to use the contact that was synced from QuickBooks. This will make sure that any invoices you create are connected to the right customer in QuickBooks. When invoicing a new customer, make sure that the contact on the invoice is the billing contact, whose email address you want connected to the customer in QuickBooks.

Customers synced from HubSpot to QuickBooks will have the associated company record's name set as the Display Name. If the contact has no associated company in HubSpot, the Display Name in Quickbooks will default to using the First Name and Last Name properties. 

Learn how to modify this here https://knowledge.hubspot.com/integrations/connect-hubspot-and-quickbooks-online#set-the-display-nam...

[DianaGomez]

Hi @mohamedhamad,

Thanks for reaching out to the Community!

Hey! I’m not sure if I’m understanding your question correctly. When you say you’ve already synced the invoices, are you referring to using this integration, or did you do it another way? I ask because, while checking out the integration, I noticed that what you mentioned at the beginning can actually be done through it.

Could you please provide more details, like examples with screenshots or even any errors you might be seeing? That way, we can take a closer look and review it together.

Thanks!

Diana

[mohamedhamad]

Hi @DianaGomez so i have QBO integrated with HubSpot. And in commerce hub in the invoices section, i see the invoices list that are synced. My issue is that they do not have any contacts or company associated to them when synced and I would have to do it manually. Also, i would need to associate the Deal to the invoices from QBO, which I understand cant happen automatically coz how would it know.

What i'm looking for is a way that, if I manually associate a Deal to a QBO synced invoice, that a workflow would trigger, taking the deal contact and company, and associate them to the invoice automatically.

The big issue is that there is no way to bulk edit invoices in HubSpot right now. i have to do each invoice one-by-one. And this is frustrating when i create a years worth of invoices for the same deal. 

Hope this clarification helps.

[DianaGomez]

Hi @mohamedhamad,

Thanks for the details!

I wanted to invite a couple of Community members and experts to this thread:

Hi @Jerdaine_digita , @bendonahower , @MrJustinGivens , @pomarola , @AHernandez08 , I believe you have experience with the QuickBooks integration: Do you have any advice for @mohamedhamad ? Thank you! 🙂

Happy Friday!
Diana, Community Team