Automated Lead-to-Cash: HubSpot Deal to QuickBooks Invoice (n8n)

1. **Configure HubSpot Trigger**: Add a 'HubSpot Trigger' node. Set the 'Resource' to `Deal` and 'Event' to `Deal Updated`. In the 'Filters' section, ensure it monitors the `dealstage` property. 2. **Validate Stage with IF Node**: Add an 'IF' node after the trigger. Configure a condition to check if `{{ $json.properties.dealstage }}` equals your pipeline's 'Closed-Won' internal ID. This prevents the workflow from running on every minor deal update. 3. **Get Deal Line Items**: Use a 'HubSpot' node with the 'Get Many' action for 'Deal Line Items' related to the trigger Deal ID. This is crucial for QuickBooks Invoice line item generation. 4. **Credential Setup**: Go to 'Credentials' in n8n. Create 'HubSpot OAuth2 API' and 'QuickBooks Online OAuth2 API' credentials. In QuickBooks, ensure you are using the 'Production' environment for live data or 'Sandbox' for testing. 5. **Deduplication Search**: Add a 'QuickBooks' node using the 'Search' action for 'Customer'. Map the HubSpot `Company Name` or `Contact Email` to the search query. This prevents duplicate customer profiles in your ledger. 6. **Conditional Logic for Customer**: Use an 'IF' node to check if the search returned results. If empty (length 0), route to a 'QuickBooks' node with action 'Create' for 'Customer'. 7. **Format Data for Invoice**: Use a 'Set' node or 'Code' node to map HubSpot Deal properties into the QuickBooks Invoice schema. Use n8n expressions like `{{ $node["HubSpot"].json["amount"] }}`. 8. **Create QuickBooks Invoice**: Add a 'QuickBooks' node with action 'Create' for 'Invoice'. Reference the Customer ID from the previous steps and map the Line Items array retrieved in step 3. 9. **Write Back to HubSpot**: Use a 'HubSpot' node to 'Update' the Deal. Map the `QuickBooks Invoice ID` to a custom property in HubSpot for easy cross-referencing. 10. **Global Error Handling**: Create an 'Error Trigger' node. Connect it to a 'Slack' or 'Email' node to notify the admin if an invoice fails due to tax mapping issues or rate limits.

| HubSpot Source Field | QuickBooks Destination Field | n8n Expression / Transformation | | :--- | :--- | :--- | | `company` / `contact` | `CustomerRef` | `{{ $node["Search Customer"].json["Id"] }}` | | `dealname` | `DocNumber` / `PrivateNote` | `Deal: {{ $json.properties.dealname }}` | | `amount` | `Line.Amount` | `{{ $json.properties.amount.toFloat() }}` | | `closedate` | `TxnDate` | `{{ $json.properties.closedate.toISODate() }}` | | `deal_currency` | `CurrencyRef` | `{{ $json.properties.deal_currency ?? 'USD' }}` | | `Line Items Object` | `Line` | Use `ItemRef` mapping via HubSpot Line Item SKU |

• **Rate Limiting**: n8n can process data faster than the QuickBooks API allows (V3 limit is ~40 req/sec). Use the 'Wait' node or 'Split in Batches' if migrating historical deals. • **Internal IDs**: HubSpot 'Deal Stage' names are labels; you must use the internal ID (e.g., `closedwon`) in your IF node logic. • **Tax Codes**: QuickBooks requires specific `TaxCodeRef` IDs. You may need a 'Switch' node in n8n to map HubSpot 'State/Country' properties to specific QB Tax IDs. • **Empty Line Items**: If a HubSpot deal has no line items, the QuickBooks Invoice node will fail. Always validate the Line Item array length before the Create step.

- [ ] **Test Trigger**: Move a deal to Closed-Won in HubSpot and verify the 'Execution' tab in n8n shows the data coming through. - [ ] **Credential Check**: Ensure the QuickBooks connection status in n8n shows 'Connected' (OAuth tokens refresh automatically in n8n). - [ ] **Customer Search Test**: Verify that the workflow finds an existing customer instead of creating a duplicate. - [ ] **Draft Mode**: Set the QuickBooks node to create 'Draft' invoices initially to verify amounts before sending to clients. - [ ] **Logs Review**: Check n8n's 'Execution History' to ensure the HubSpot Deal ID is correctly saved in the QuickBooks 'PrivateNote' field for traceability.