Quickbooks integration issue with destination bank account

[Jumble7]

I invoice customers in HubSpot and those invoices are set up with the Quickbooks integration. I do not use "HubSpot Payments". I just invoice and receive payments outside of HubSpot.

Ever since Quickbooks upgraded their software in June, when I receive a check payment from a client and I apply the payment to the invoice in HubSpot, Quickbooks writes that payment to the wrong checking account.  I checked with Quickbooks and my accountant, and they both say I need to change the bank account that HubSpot tells QB to post the payment to from within HubSpot.  

My accountant advised when I set up the integration HubSpot gets a chart of accounts and then you set up which of those accounts HubSpot is sending the payment. 

I can't find that anywhere and any help topics assume I'm asking about HubSpot Payments, which again, I'm not using.

Anybody know where I can get this done?

[amjadkhatri]

In my experience with QuickBooks integrations, this issue typically stems from how HubSpot maps payment deposit accounts during the sync process. The setting you're looking for isn't in the obvious place, which is why most help documentation points to HubSpot Payments.

Here's where you need to look:

Go to Settings (gear icon) in HubSpot, then navigate to Integrations > Connected Apps. Find your QuickBooks integration and click on it. Look for the "Actions" dropdown or "Manage" button.

Within the QuickBooks integration settings, there should be a section called "Sync Settings" or "Field Mappings." This is where HubSpot stores the chart of accounts mapping your accountant mentioned.

The specific setting you need is usually labeled something like "Undeposited Funds Account" or "Deposit To Account." This tells QuickBooks which bank account to credit when payments are applied to invoices from HubSpot.

Important note about the June QuickBooks update:

QuickBooks changed how they handle the default deposit account in their June 2025 update. Previously, if no account was specified, it would use your primary checking account. Now it defaults to Undeposited Funds, which might explain why payments are going to the wrong account.

If you don't see these options in the HubSpot integration settings:

You may need to disconnect and reconnect the integration to refresh the account mappings. Before doing this, document your current sync settings so you can restore them.

Alternatively, check if you're using the QuickBooks Online integration or QuickBooks Desktop integration. The settings location differs between the two.

Workaround if the settings aren't accessible:

Some users have found success by creating a custom workflow in HubSpot that adds a specific property to invoices indicating the correct deposit account, which QuickBooks can then read during sync.

If none of these options are visible in your HubSpot account, it's possible your subscription tier doesn't include access to advanced integration mapping settings. In that case, you might need to reach out to HubSpot support directly to adjust the account mapping on the backend.

Have you checked whether your integration is set to one-way or two-way sync? That setting can sometimes hide or show additional mapping options.

[Jumble7 · Accepted solution]

It looks like maybe given that I'm on the free version, I don't have access
to all of those settings. I did, however, delete the integration and set it
up again and that cleared up the issue so I think I'm good to go. Thanks
for the input!

[STierney]

Hey @Jumble7 - thanks for posting in the Community!

I'd like to tag in some Community champions here to see if they have any insight on how we may be able to achieve this with Quickbooks specifically. @Phil_Vallender, @TomM2, and @franksteiner79 - any thoughts for @Jumble7?

Shane, Senior Community Moderator