Commerce and Payments

9.1 Managing Invoices and Payments Integration

Best Practices

• Integrate HubSpot with financial tools like QuickBooks Online to streamline invoicing and payment tracking.
• Ensure data consistency between HubSpot and external systems by regularly reviewing synced records.
• Set up custom properties for deals to capture payment statuses or related details.

Instructions for Admins

1. Connect HubSpot to QuickBooks Online:
   1. In HubSpot, go to Marketplace (icon in the top navigation bar) > App Marketplace.
   2. Search for QuickBooks Online and select it.
   3. Follow the prompts to log in to QuickBooks and authorize the connection.
   4. Turn on data sync to synchronize contacts, products, and invoices between the two systems.
2. Configure Sync Settings:
   1. Navigate to Settings > Integrations > Data Sync.
   2. Select the objects you want to sync:
   3. Contacts → Customers.
   4. Products → Items or Services.
   5. Invoices → Deal records.
   6. Set field mappings and choose whether HubSpot or QuickBooks will take precedence in case of data conflicts.
3. View Payments on Deal Timelines:
   1. Open a deal record in HubSpot.
   2. Check the timeline for synced payment details from QuickBooks.
   3. Use this data to follow up with clients about outstanding invoices or payment confirmations.

9.2 Managing Products and Line Items

Best Practices

• Use clear, consistent naming conventions for products to improve searchability.
• Organize products into categories using custom properties for easier segmentation.
• Regularly review and update product pricing and descriptions to reflect your current offerings.

Instructions for Admins

1. Create New Products:
   1. Go to Settings > Objects > Products.
   2. Click Create Product.
   3. Enter the product details:
   4. Name: Clear and descriptive.
   5. SKU: Use a unique identifier.
   6. Price: Define the standard pricing for the product.
   7. Description: Include key details and benefits.
   8. Save the product.
2. Add Custom Properties for Products:
   1. Navigate to Settings > Properties > Products.
   2. Click Create Property.
   3. Define the property details:
      1. Label: E.g., “Category,” “Stock Level,” or “Discount Percentage.”
      2. Field type: Choose from options like dropdown, text, or number.
   4. Save and add the property to your product forms or views.
3. Manage Line Items in Deals:
   1. Open a deal record in HubSpot.
   2. Scroll to the Line Items section and click Add Line Item.
   3. Select from existing products or create a new product on the spot.
   4. Adjust quantities, discounts, and taxes as needed.
   5. Save the deal to associate the line item.
4. Update Products and Line Items:
   1. Go to the Products Library.
   2. Search for the product you want to update.
   3. Edit details such as price or description and save changes.
   4. Changes will automatically apply to any new deals that include the product.