How do I map custom fields from HubSpot to QuickBooks?

Our software will capture any non-default property that's populated with a value on a deal.

What steps must I perform?

To map custom fields, you must perform these steps:

  1. Create a custom field in QuickBooks.
  2. Get the API field name from HubSpot. Each field has a label and a API field name, which is a unique identifier. A field could be called subscription level, but have an API field name of subtype. 
  3. Create a rule to map the field.
  4. Test the mapping.

QuickBooks Desktop Custom Field

In this example, we will create a custom field called dealtype:

  1. In QuickBooks, click customers > customer center.
  2. Open a customer.
  3. Under additional info, click define fields.
  4. Create a field called dealtype:

Get API Name

To map out the properties, perform the following steps:

  1. Login to HubSpot.
  2. Click on Sales > Deals.
  3. Click on a deal.
  4. Click view all properties:
  5. Click manage properties.
  6. In the search, enter the field you wish to map.
  7. Next to the field, click edit:

  8. On the right of the window, click the icon. Note the internal name:

Map Custom Field to QuickBooks

Here are the steps:

  1. Login to Connex, and click on rules engine > my rules.
  2. Click add new rule.
  3. Follow these steps:

Template: Start from scratch

Rule Name: (Can be anything, although we recommend making it clear, concise, and logical. To that end, we will refer to our QuickBooks custom field as QuickBooks Deal Type, and thus, our rule will henceforth be known as "Map Deal Type to QuickBooks Deal Type")

Action: Map Custom Field (Select from the drop-down list)

Conditions: Click Edit, and from each drop-down section, format the condition as follows:

Field Comparison Map From Conjunction
Custom Field Contains Custom Field Value dealtype OR

Map To: dealtype

The map to value is the label field from QuickBooks:

Test Rule

Here are the steps:

  1. On the left, click orders > order previewer.
  2. Select HubSpot.
  3. Using the date fields, enter the date of the deal. If the deal was placed on 12/14, enter 12/14 - 15.
  4. Click preview.
  5. Under mapped custom fields, you will see dealtype.

Sync Sale

Here are the steps:

  1. On the left, click dashboard.
  2. Click manual sync.
  3. Adjust the date range.
  4. Click submit.
  5. If you use QuickBooks Desktop and the web connector 2.0, run your web connector. If you use QuickBooks Online or web connector 3.0, wait for the sync to complete. You will see a green message indicating success.
  6. Refresh the page and view the logs.