Keep-Your-Ledger Sync is a HubSpot Revenue Hub play that keeps finance in QuickBooks, Xero or NetSuite while HubSpot feeds it: chart-of-accounts and product mapping agreed with finance, the native QuickBooks or Xero (beta) integration or HubSpot's NetSuite integration configured, a system of record for every object, and a monthly reconciliation checklist.
See it in HubSpotTalk to us about this playThe problem: Invoices and payments are typed twice, and the CRM and the books never match.
How to read it: Follow a fictional finance team that stops re-keying invoices: products matched to QuickBooks items by SKU, the sync connected, a missing-SKU error caught and fixed, and five month-end checks matching. The bar on top shows which part of the play you're on, and the orange boxes point at what matters on each screen.
Try it: switch the ledger (step 3) and fix the sync error (step 5). Use Next / Back or your arrow keys. Illustrative mockup with fictional customers.
Give every product a SKU that matches a ledger item (the item carries the income account), agree how customers are matched, and decide how finance books processor fees, which don't sync.
Sync invoices, payments, customers and products from HubSpot to the ledger, and agree that HubSpot-created invoices are never edited in the ledger (editing their line items there stops the sync).
Write down which system owns products, customers, invoices, payments, credit memos and journal entries.
Compare invoices issued, payments received, open A/R, customers synced and open sync errors between HubSpot and the ledger, and sign off.
Browse all 28 quote-to-cash plays in the HubSpot Revenue Hub playbook, or start with how to use HubSpot Revenue Hub.
Yes. HubSpot has a native QuickBooks Online integration, a Xero integration (beta) and a NetSuite integration; invoices, payments, customers and products can sync from HubSpot to the ledger.
In this play, HubSpot owns invoices and the ledger receives them; finance voids and reissues in HubSpot instead of editing in the ledger, so the two never drift.
Usually missing mapping data, such as a product without a SKU (so it can't match a ledger item), a customer that can’t be matched, or a HubSpot-created invoice edited in the ledger. Fix them at the source in HubSpot and retry.
Manual journal entries from billing, sync errors per month, and month-end close time.
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