Automated HubSpot to QuickBooks Lead-to-Cash Sync (Make.com)

1. **Create Scenario**: Log into Make.com, click 'Create a new scenario', and name it 'HubSpot Won Deal -> QuickBooks Invoice'. 2. **Establish HubSpot Trigger**: Add the **HubSpot CRM** module and select 'Watch Objects'. Set the Object Type to 'Deal'. Create a connection using OAuth2. Set the 'Output Properties' to include Amount, Deal Name, and Company ID. 3. **Apply Filters**: Click the connecting line after the trigger. Name it 'Only Closed-Won'. Set the condition to `Deal Stage` (internal name) equal to your pipeline's 'Closed Won' ID. 4. **Search/Create QuickBooks Customer**: Add the **QuickBooks Online** module 'Search Customers'. Search by the Company Name or Email from the HubSpot record. Follow this with a **Router**. If the search result is empty, use the 'Create a Customer' module; if found, proceed to the next step. 5. **Fetch Line Items**: QuickBooks Invoices require specific item mappings. Add the **HubSpot CRM** 'List Line Items' module, passing the Deal ID from the trigger. Use an **Iterator** module to split the bundle if the deal contains multiple products. 6. **Map QuickBooks Invoice**: Add the **QuickBooks Online** 'Create an Invoice' module. Map the Customer ID from the previous search/create step. In the 'Lines' section, click 'Add Item'. Map the Item Name, Quantity, and Unit Price from the HubSpot Line Items bundle. 7. **Format Dates**: Use the Make.com formula `formatDate(Close Date; YYYY-MM-DD)` for the QuickBooks Transaction Date to ensure API compatibility. 8. **Add Error Handling**: Right-click the QuickBooks module and select 'Add Error Handler'. Choose 'Break' to store the execution for manual review or 'Send an Email' to notify the admin of mapping failures (e.g., a missing SKU).

| HubSpot Source Field | QuickBooks Destination Field | Make.com Mapping / Transformation | | :--- | :--- | :--- | | `Company Name` | `DisplayName` | `{{2.properties.name}}` (Required) | | `Deal Amount` | `TotalAmt` | `{{1.properties.amount}}` (Currency format) | | `Close Date` | `TxnDate` | `formatDate(1.properties.closedate; "YYYY-MM-DD")` | | `Line Item: Name` | `ItemRef: Name` | `{{5.name}}` (Matches QB Item Name) | | `Deal ID` | `PrivateNote` | `Linked to HubSpot Deal: {{1.id}}` (For cross-ref) | | `Currency` | `CurrencyRef` | `{{1.properties.deal_currency_code}}` |

• **Rate Limits**: HubSpot and QuickBooks both have API rate limits. If processing high volumes (100+ deals/hour), add a **Sleep** module or use Make's 'Commitment' settings to avoid 429 errors. • **SKU Mismatch**: QuickBooks requires the Product/Service to exist before creating an invoice. If a HubSpot line item doesn't exist in QB, the scenario will fail unless you add a 'Search Item' step beforehand. • **SyncTokens**: If updating existing QuickBooks records (e.g., updating a customer), you must use a 'Get' module first to retrieve the latest `SyncToken`, or Make will throw a concurrency error. • **Decimal Handling**: Ensure price fields are mapped as Numbers. Use the `parseNumber()` function if HubSpot returns the amount as a string with symbols.

- [ ] **Run Once Test**: Use the 'Run Once' button and manually move a test deal to 'Closed Won' in HubSpot. - [ ] **Check Execution Log**: Verify the 'Search Customer' module correctly identifies duplicates instead of creating new ones. - [ ] **Verify Item Mapping**: Ensure the QuickBooks Invoice 'Line Items' match the HubSpot 'Amount' and 'Quantity' exactly. - [ ] **Check Formatting**: Confirm the QuickBooks Transaction Date matches the HubSpot Close Date using the DevTool console. - [ ] **Error Handler Test**: Temporarily rename a SKU to something non-existent to ensure the Error Handler triggers correctly.