By matching product SKUs in HubSpot and QuickBooks, ScaleXP automatically populates invoices with the correct account, Class, tax, and product details.
You can watch the video above or follow the steps below.
For full setup instructions, see: ScaleXP Invoicing: HubSpot Set Up - Step 2 of 2 - Invoicing Setup and Data Mapping.
Find Products in QuickBooks
In QuickBooks, go to Sales (or Sales & Get Paid) → Products and Services.
Here you can:
- View all products
- Create, edit, or delete products
(The layout may vary depending on your version.)
Required Product Settings
ScaleXP does not support Bundle products. Use Service, Inventory, or Non-Inventory types.
When creating or editing a product, complete:
- Name (required) – Displays inside ScaleXP
- Item Type (required) – Select product/service type
- SKU (required) – Must be unique and match the SKU in HubSpot
- I sell this product (required) – Must be checked to appear in ScaleXP
Recommended (For Automation)
To maximise automation benefits:
- Income Account – Auto-filled by ScaleXP
- Sales Tax Category – Auto-filled but can be overridden
These save time and reduce manual entry.
Optional Fields
- Image – Not shown on invoices
- Category – For QuickBooks reporting only
- Class – Used for QuickBooks and ScaleXP reporting
- Description – Used only when adding products manually in ScaleXP (otherwise HubSpot description is used)
- Price – Used only for manual entries in ScaleXP (otherwise HubSpot line item price is used). Enter price excluding tax.
Syncing Products Between HubSpot & QuickBooks
Best option (static product lists):
Export products from QuickBooks as a CSV and import them into HubSpot (Commerce>Products).
If products change frequently:
Use the free HubSpot–QuickBooks integration from the HubSpot App Marketplace to sync products and contacts automatically.
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.
We recommend setting up products in QuickBooks first, as it contains more detailed accounting information (tax, account codes, etc.).
ScaleXP uses the matching SKU to autofill tax, account, Class, and inventory details in QuickBooks.
If you decide to create new Products in HubSpot, this is how:
- Go to Settings → Products
- Click Create product
- Enter:
- Name
- SKU (must match QuickBooks SKU)
- Pricing (and billing frequency if recurring). - Description:
- The HubSpot description appears on quotes.
- The QuickBooks description will appear on invoices.
What’s Next?
Create your product in QuickBooks.
Open ScaleXP Invoicing from your HubSpot deal.
The invoice will populate automatically based on the SKU match.
Each invoice type must have at least one SKU in QuickBooks that matches the SKU in HubSpot.
Key Takeaways
- SKU (HubSpot) must match SKU (QuickBooks).
- Set Sales Account and Tax Rate in QuickBooks for automation.
- ScaleXP pulls pricing from HubSpot line items.
- Syncing is only necessary if products change frequently.