ScaleXP Invoicing - Mapping HubSpot & QuickBooks products
By matching Product SKU names in HubSpot with SKUs in QuickBooks, you can automatically populate invoices with account name, QuickBook Class, tax and other product details in QuickBooks.
This article walks through exactly how to set up your Products and services inside QuickBooks Online, to make them easy to use inside ScaleXP Invoicing.
See the video above for more detail.
How to find products in QuickBooks Online
Note: your QuickBooks account may look different depending on your location and plan.
Your product library can be found under the Sales menu - and is labelled "Products and Services."
This will show you the products & services page, here you can see a list of all your products, create new products, edit existing ones and delete old ones.
What information to fill out on your products
QuickBooks has a number of different types of products depending on your version, such as Inventory (Stock), Non-Inventory, Service and Bundle. Note that ScaleXP Invoicing does not currently support Bundle products, you can use any of the other options.
When creating or editing a product you'll see something like the following options. Again, the interface may look different depending on where you are based.
- Name (required) - This will be shown to users when selecting the product inside ScaleXP Invoicing
- Item Type (required) - Choose the type of product
- Image (optional) - this will not show up inside an invoice
- SKU (required) - This is the item code or SKU code for the product. It should be a unique code and needs to match the SKU code for products or line items inside HubSpot (you can import this product to HubSpot later)
- Category (optional) - a way to categorise your product for QuickBooks reporting only
- Class (optional) - a way to categorise your product for QuickBooks and ScaleXP Reporting
- I sell this product (required) - check this box to enable the product to show up in ScaleXP Invoicing
- Description (optional) - this is only used if you are adding a product manually in ScaleXP Invoicing, otherwise we will use the description set inside HubSpot
- Price (optional) - this price will only be used if you are adding a product manually in ScaleXP Invoicing, otherwise we will use the price for the line item that you have set inside HubSpot. If you do set it, use the price excluding tax.
- Income Account (recommended) - configure a GL account for the product - we strongly recommend adding this, as this will be filled out automatically by ScaleXP Invoicing, saving you lots of time.
- Sales tax category (recommended) - configure a tax category or VAT rate for the product. Again we strongly recommend adding this to save you time. This will be filled out automatically by ScaleXP Invoicing, though it can be changed or overridden when creating the invoice.
More tips for adding products
- You can import products in bulk in QuickBooks
- You can duplicate products to save time on data entry
Note the SKU code in HubSpot such as the SKU code "ANN" used for product "Annual Subscription" in the above example. This will be automatically matched to the same SKU in QuickBooks, along with associated characteristics.
To set up matching products across HubSpot and QuickBooks, you can Export from QuickBooks as a CSV file and import to Products in HubSpot (in Commerce). This is the easiest solution if your products don't change very often.
Alternatively, if your products change frequently, you may wish to use the free HubSpot QuickBooks integration for QuickBooks from the HubSpot App store to automatically sync products and contacts in either one or both directions.
We generally recommend setting the product up first in QuickBooks rather than HubSpot, as QuickBooks has more detailed product information relevant for your accounting system such as tax, account code, etc.
ScaleXP invoicing will autofill tax, Account, Class, and inventory in QuickBooks from the product SKU code in HubSpot.
What's next
Once you've created your product in QuickBooks, it will show up right away inside ScaleXP Invoicing.
Go to ScaleXP Invoicing from your deal to open QuickBooks.
Your invoice will be filled out automatically.
It is very important to create Product information in QuickBooks so that you have at least one SKU code for each invoice type. This needs to match the code in HubSpot.