ARBridge for QuickBooks — Documentation

ARBridge puts your QuickBooks Desktop accounts-receivable reality directly onto the HubSpot Company records your sales team already looks at every day. This page covers what it does, how setup works, and the questions people ask most.

The one rule everything else rests on: the direction of travel is one-way and permanent — QuickBooks → HubSpot, never the reverse. ARBridge only ever asks QuickBooks questions; it never tells QuickBooks anything. This is enforced structurally in the code, not by policy. Your books cannot be altered by this software.

What syncs

Customers become HubSpot Company records, carrying a recomputed AR picture: aging buckets, a Good/Watch/Hold credit status, days past due on the oldest overdue invoice, lifetime revenue, and last payment received.
Invoices become records on HubSpot's native Invoice object, associated to the right Company.
Invoice lines become HubSpot Line Item records associated to their invoice, so line-level reporting works — see the FAQ below for what does and doesn't re-sync.
Payments are applied against invoice balances, not stored as their own customer-facing record.

Matching is always on QuickBooks' own internal IDs, never on name — renaming a customer updates HubSpot in place, it never duplicates. Deleted and voided records are kept, not removed: they stay in HubSpot with an honest status and are excluded from every financial rollup.

Setting it up

Start the wizard from your setup link. Enter your business name, email, and (if your HubSpot account isn't USD-based) your HubSpot billing currency.
Connect HubSpot — approve access on HubSpot's own consent screen. You'll see an "unverified app" warning; that's expected until the app clears HubSpot's Marketplace certification (60 installs + 6 months listed), not a sign of a problem.
Answer a few qualification questions used purely for roadmap research.
Run the pre-flight checklist — confirms QuickBooks Desktop, Web Connector, admin rights, and internet access before you download anything.
Download your connector file and add it in QuickBooks: File → App Management → Update Web Services, select the file, enter the password shown on that page, then tick the checkbox next to ARBridge for QuickBooks and click Update Selected.

The first sync can take a few minutes for a large company file. Once it finishes, your setup page confirms it automatically.

Frequently asked questions

Can this write anything back into my QuickBooks file?

No — not by configuration, not by accident. QuickBooks Desktop is spoken to in qbXML, which has separate message types for asking questions and for making changes. ARBridge's entire vocabulary is five question-type messages. There is no code anywhere that constructs an "add" or "modify" message; the capability was never built.

Is my data encrypted?

Yes, at every layer: TLS in transit everywhere; AES-256 at rest for stored QuickBooks credentials and HubSpot's OAuth refresh token; short-lived, revocable per-customer Web Connector session tickets. Disconnecting purges the stored credentials from our database entirely, not just the connection status.

Does this work with multi-currency?

Foreign-currency invoices carry their original transaction currency and the historical exchange rate at the transaction date. HubSpot's own native Invoice object requires a single "home currency" per connection (asked during setup, defaulting to USD) — it only accepts currencies your HubSpot portal has explicitly enabled.

Does it sync invoice line items?

Yes. Each QuickBooks invoice line becomes a real HubSpot Line Item record (name, quantity, unit price) associated to that invoice, so line-level HubSpot reporting — revenue grouped by product or service — works on this data. Because the line items are really there, HubSpot's own built-in invoice status field is set too, rather than sitting permanently on "draft": it carries HubSpot's nearest equivalent (open, paid, or voided), while the full QuickBooks status — including Partially Paid and Overdue, which HubSpot has no native value for — stays in the QuickBooks Status property.

One honest limit. An invoice with no lines at all in QuickBooks stays "draft" on HubSpot's native status field, because HubSpot won't move an invoice off draft with nothing on it. Otherwise, editing the lines of an already-synced invoice in QuickBooks — adding, removing, or changing an amount — is reflected in its HubSpot Line Items on the next sync, the same as any other edit.

What if I want to stop using this?

There's a self-serve Disconnect button on your status page. It stops all syncing and cleanly uninstalls through HubSpot's own app-uninstall endpoint. Data already synced into your HubSpot account stays there as ordinary CRM data — disconnecting never deletes anything from either system.

Someone requested GDPR deletion of their personal data. What happens?

HubSpot's privacy-deletion webhook is honored: email and contact name are purged from our records durably, so QuickBooks re-sending that data on a later sync cannot bring it back. The purge is scoped to personal data only — business/AR data keeps syncing normally.

Questions this page doesn't answer? Contact support.