A seamless, real-time data flow where every won deal in HubSpot triggers a customer search/creation and invoice generation in QuickBooks. This ensures 100% data accuracy between CRM and Accounting, providing the finance team with immediate visibility into new revenue.
The Problem
Sales teams often work in silos from accounting, leading to manual data reentry, human error in invoice amounts, and delayed billing cycles. Without automation, the transition from a 'Closed-Won' deal to a live invoice is a friction point that slows down cash flow.
The Outcome
A seamless, real-time data flow where every won deal in HubSpot triggers a customer search/creation and invoice generation in QuickBooks. This ensures 100% data accuracy between CRM and Accounting, providing the finance team with immediate visibility into new revenue.
Step-by-Step Guide
1. **Create Scenario**: Log into Make.com, click 'Create a new scenario', and name it 'HubSpot Won Deal -> QuickBooks Invoice'.
2. **Establish HubSpot Trigger**: Add the **HubSpot CRM** module and select 'Watch Objects'. Set the Object Type to 'Deal'. Create a connection using OAuth2. Set the 'Output Properties' to include Amount, Deal Name, and Company ID.
3. **Apply Filters**: Click the connecting line after the trigger. Name it 'Only Closed-Won'. Set the condition to `Deal Stage` (internal name) equal to your pipeline's 'Closed Won' ID.
4. **Search/Create QuickBooks Customer**: Add the **QuickBooks Online** module 'Search Customers'. Search by the Company Name or Email from the HubSpot record. Follow this with a **Router**. If the search result is empty, use the 'Create a Customer' module; if found, proceed to the next step.
5. **Fetch Line Items**: QuickBooks Invoices require specific item mappings. Add the **HubSpot CRM** 'List Line Items' module, passing the Deal ID from the trigger. Use an **Iterator** module to split the bundle if the deal contains multiple products.
6. **Map QuickBooks Invoice**: Add the **QuickBooks Online** 'Create an Invoice' module. Map the Customer ID from the previous search/create step. In the 'Lines' section, click 'Add Item'. Map the Item Name, Quantity, and Unit Price from the HubSpot Line Items bundle.
7. **Format Dates**: Use the Make.com formula `formatDate(Close Date; YYYY-MM-DD)` for the QuickBooks Transaction Date to ensure API compatibility.
8. **Add Error Handling**: Right-click the QuickBooks module and select 'Add Error Handler'. Choose 'Break' to store the execution for manual review or 'Send an Email' to notify the admin of mapping failures (e.g., a missing SKU).