Automated HubSpot Lead-to-Cash Workflow (Zapier)

1. **Trigger: New Deal in Stage (HubSpot)**: Select your HubSpot account and choose the 'Closed Won' stage. Ensure you include 'Deal Line Items' in the trigger output to capture SKU data. 2. **Action: Find Customer in QuickBooks Online**: Use the **Search** step. Set 'Search Property' to Email or Display Name. Crucially, check the box **'Create QuickBooks Online Customer if it doesn't exist yet?'** to handle deduplication and creation in one step. 3. **Formatter: Date/Time (Optional)**: Use Zapier's Formatter to convert the HubSpot Deal 'Close Date' into the specific ISO-8601 format required by QuickBooks (YYYY-MM-DD). 4. **Action: Find Product/Service in QuickBooks**: For each Line Item from HubSpot, use this step to find the matching 'Item' in QuickBooks. Map the HubSpot SKU to the QuickBooks 'Name' or 'SKU' field. 5. **Logic: Paths by Zapier (Advanced)**: Create a Path to handle 'Taxable' vs 'Non-Taxable' deals based on the HubSpot 'Company State' or 'Country' property. 6. **Action: Create Invoice in QuickBooks**: Map the Customer ID from Step 2. Under 'Line Items', use the 'Custom' mapping option to loop through the products found in Step 4. Map 'Amount', 'Description', and 'Quantity'. 7. **Action: Update Deal in HubSpot**: Use the ID from the HubSpot trigger and update a custom field called 'QuickBooks Invoice URL' or 'Invoice ID' with the data from Step 6 to close the feedback loop. 8. **Turn on Zap**: Run a test with a sample Deal, then toggle the Zap to 'On' in the Zapier dashboard.

| HubSpot Field | QuickBooks Online Field | Requirement | Zapier Transformation | | :--- | :--- | :--- | :--- | | Deal Name | Private Note / Memo | Optional | None | | Associated Company Name | Display Name | **Required** | None (via Search/Create Step) | | Deal Close Date | Invoice Date | **Required** | Formatter: Date/Time (YYYY-MM-DD) | | Line Item Amount | Line: Amount | **Required** | Use 'Number' Formatter if currency symbols exist | | Line Item Name | Line: Description | Optional | None | | Internal Object ID | Message on Invoice | Optional | Concatenate: 'Source: HubSpot-{{id}}' |

* **Multi-Line Item Limitation**: The standard Zapier QuickBooks 'Create Invoice' action requires 'Line Item Support'. Ensure you are using the 'Line Item' version of the HubSpot trigger, otherwise, only the first product will sync. * **SyncToken Errors**: If you add a step to 'Update' an invoice later in the Zap, it may fail if the invoice was modified manually in QuickBooks during the Zap run. Use a 'Delay by Zapier' (5 mins) if performing multiple updates to the same record. * **Address Formatting**: QuickBooks requires specific sub-fields (Line 1, City, Postal Code). If your HubSpot address is one long string, use **Formatter -> Text -> Split Text** to break it apart before mapping. * **Rate Limits**: QuickBooks Online has a limit of 40 requests per second; HubSpot handles 100+ per second. In high-volume 'End of Month' scenarios, Zapier will automatically queue and retry these, but check your 'Task History' for 'Holding' status.

- [ ] Test Trigger: Does the HubSpot sample data include 'Associations' and 'Line Items'? - [ ] Duplicate Check: Run the Zap twice with the same email; did QuickBooks create a second customer or find the existing one? - [ ] SKU Match: Ensure the QuickBooks 'Item Name' matches exactly with the HubSpot 'SKU' property. - [ ] Invoice View: Log into QuickBooks Sandbox and verify the 'TxnDate' matches the HubSpot Close Date. - [ ] Task History: Confirm that 0 tasks resulted in 'Filtered' unless the Deal was genuinely not 'Closed Won'.