This article walks you through how to create and configure your products and services in QuickBooks Online so they work smoothly with ScaleXP Invoicing. When your products are set up correctly, ScaleXP Invoicing can automatically match each line to the right product, income account, and tax rate when you raise an invoice from HubSpot. You will need access to QuickBooks Online to complete these steps.
Where to find products in QuickBooks Online
Your product library lives under the Sales menu and is labeled Products and services. Your QuickBooks account may look slightly different depending on your region and plan. From the products and services page you can see a list of all your products, create new products, edit existing ones, and delete those you no longer use.
Supported item types
QuickBooks offers several item types depending on your version, including Inventory (stock), Non-inventory, Service, and Bundle. ScaleXP Invoicing does not currently support Bundle products. You can use any of the other item types.
What information to fill out on your products
When you create or edit a product you will see options similar to those below. As with the rest of QuickBooks, the exact interface may vary depending on where you are based.
- Name (required) — shown to users when selecting the product inside ScaleXP Invoicing.
- Item type (required) — choose the type of product. Remember that bundles are not supported.
- Image (optional) — this does not appear on the invoice.
- SKU (required) — the item code or SKU for the product. It should be a unique code and must match the SKU on the matching product or line item in HubSpot. This match is what lets ScaleXP Invoicing line everything up automatically.
- Category (optional) — a way to group your product for QuickBooks reporting.
- Class (optional) — another way to group your product for QuickBooks reporting.
- I sell this product (required) — check this box so the product shows up in ScaleXP Invoicing.
- Description (optional) — only used if you add a product manually in ScaleXP Invoicing. Otherwise the description set in HubSpot is used.
- Price (optional) — only used if you add a product manually in ScaleXP Invoicing. Otherwise the price from the line item set in HubSpot is used. If you do set it, enter the price excluding tax.
- Income account (recommended) — set a general ledger account for the product. We strongly recommend adding this, as ScaleXP Invoicing fills it in automatically and saves you time.
- Sales tax category (recommended) — set a tax category or VAT rate for the product. We strongly recommend adding this too. ScaleXP Invoicing fills it in automatically, and you can still change or override it when creating the invoice.
How SKU matching works in ScaleXP Invoicing
The SKU is the key to automation. When you create an invoice in ScaleXP Invoicing, the SKU on each HubSpot line item is matched to the SKU on your QuickBooks product. Once matched, ScaleXP Invoicing automatically selects the correct product and pre-fills the linked Income account and Sales tax category for you. This removes manual data entry and keeps your invoices coded consistently in QuickBooks. To benefit, make sure every SKU is unique and identical in both QuickBooks and HubSpot.
More tips for adding products
- You can import products in bulk in QuickBooks.
- You can duplicate products to save time on data entry.
What's next
Once you have created a product in QuickBooks, it shows up right away inside ScaleXP Invoicing. With your products configured, you are ready to start raising invoices. See create a QuickBooks Online invoice from HubSpot to put your products to work.