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

[AnnaQ]

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. 

1. Log in to HubSpot, then navigate to Settings → Integrations → Connected Apps → Legacy Quickbooks Online → Begin transition process. 

2. 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. 

3. 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.