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Payment → CRM Sync · Finance

Let sales see in HubSpot the moment a customer pays

Each QuickBooks payment is noted on the matching HubSpot deal, optionally moves it to your paid stage, and is posted to #wins. Unclear matches go to finance.

Coming soon — waiting for QuickBooks Online approval $79 one-time · never renewsIncluded in Enterprise
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Can't be bought yet: waiting for QuickBooks Online approval. It opens for purchase on its own once approved.

  • Starts from an event in a connected app
  • 1 AI step
  • About 15 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “Sales has no idea whether their customer actually paid.”
  • “Someone in finance copies payments into the CRM by hand, when they get to it.”
  • “We celebrate signed deals, but nobody sees when the cash arrives.”

What you get with the agent

  • Each QuickBooks Online payment matched to the HubSpot company by exact name, confirmed by email domain
  • A note with amount, date and QuickBooks reference on the matching deal, or on the company when no single deal matches
  • An optional move to the paid stage you name, never touching amounts
  • A #wins post in Slack for every payment
  • No match, several matches or conflicting details flagged to your finance channel instead of guessed

Before

A rep emails finance to ask if a client paid, finance checks QuickBooks and replies a day later.

After

The payment shows up as a note on the deal within minutes, the deal moves to Paid and the team sees it in #wins.

How it works

The whole workflow, step by step.

Starts on each customer payment recorded in QuickBooks Online, checked every few minutes. The agent finds the HubSpot company with exactly the customer's name, confirms it against the customer's email domain, and looks for the one deal whose amount equals the payment. It logs a note with the amount, date and QuickBooks reference on that deal (or on the company when no single deal matches), optionally moves the deal to the paid stage you name — the stage only, never the amount — and posts the payment to your #wins channel in Slack. No match, several matches or conflicting details are flagged to your finance channel instead of guessed. It only reads QuickBooks and never moves money.

  1. TriggerNew payment in QuickBooks
  2. App callLook up the QuickBooks customer
  3. App callFind the company in HubSpot
  4. LogicExactly one company?
    • One company:Find the company's deals
    • None or several:Flag it for finance in Slack
  5. App callFind the company's deals
  6. AI stepConfirm the match and pick the deal
  7. LogicMatch clear?
    • Unclear:Flag it for finance in Slack
    • Move to paid:Move the deal to your paid stage
    • Note only:Log the payment note in HubSpot
  8. App callFlag it for finance in Slack
  9. OutputFlagged
  10. App callMove the deal to your paid stage
  11. App callLog the payment note in HubSpot
  12. App callCelebrate in #wins
  13. OutputSynced

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1New payment in QuickBooksStarts a run for each customer payment recorded in QuickBooks Online, including online invoice payments (checked every few minutes).
  2. Step 2Look up the QuickBooks customerReads the paying customer's QuickBooks record (company name and email), used to confirm the HubSpot match.
  3. Step 3Find the company in HubSpotSearches HubSpot for a company with exactly the QuickBooks customer's name.
  4. Step 4Exactly one company?Only an exact, single company match continues; none or several are flagged in Slack instead of guessed.
  5. Step 5Find the company's dealsReads the deals associated with that company (name, amount, pipeline, stage).
  6. Step 6Confirm the match and pick the dealAI confirms the company (email domain vs HubSpot domain), picks the one deal whose amount equals the payment if there is exactly one, and decides whether to move it to your paid stage. Anything unclear is flagged.
  7. Step 7Match clear?Unclear matches are flagged; a clear deal match may move the deal to your paid stage; every clear match gets a CRM note.
  8. Step 8Flag it for finance in SlackPosts the payment and why it couldn't be matched (no company, several companies, or conflicting details) so someone logs it by hand.
  9. Step 9FlaggedNothing was written to HubSpot; the run history keeps the payment and the reason.
  10. Step 10Move the deal to your paid stageChanges only the matched deal's stage (to the paid stage you named). Amounts and every other property are left untouched.
  11. Step 11Log the payment note in HubSpotAdds a note with the payment's amount, date and QuickBooks reference to the matched deal (or to the company when no single deal matched).
  12. Step 12Celebrate in #winsPosts the payment to your wins channel.
  13. Step 13SyncedThe run history keeps the match and what was written.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

QuickBooks records a fictional $4,250 payment from Brightline Dental Group, reference ACH-77120.

The agent produces

Matched to the HubSpot company Brightline Dental Group and its one $4,250 deal. Note added, deal moved to Paid, and #wins gets the payment.

What you need

Everything it takes to run it.

About 15 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $79 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans).
  • An AI provider key (Settings → AI Providers).
  • QuickBooks Online, HubSpot and Slack, connected in Settings → Integrations.
  • HubSpot company names that match your QuickBooks customer names.

Setup, about 15 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect QuickBooks. Connect your QuickBooks Online company (Settings → Integrations → QuickBooks).
  3. Connect HubSpot. Connect the HubSpot account your companies and deals are in (Settings → Integrations → HubSpot).
  4. Connect Slack. Connect the Slack workspace with your finance and #wins channels (Settings → Integrations → Slack).
  5. Name your HubSpot paid stage. Open “Confirm the match and pick the deal” and replace the placeholder with the pipeline id and stage id paid deals move to, or “none”.
  6. Pick the QuickBooks company. Pick the same QuickBooks connection in the trigger and “Look up the QuickBooks customer”.
  7. Pick the HubSpot account. Pick the same HubSpot account in the four HubSpot steps.
  8. Pick the Slack channels. Open “Flag it for finance in Slack” and “Celebrate in #wins” and pick the account and channel in each. Invite the app to private channels first (/invite @Fluxo Flow).
  9. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  10. Switch the trigger on. Open the trigger and click “Activate app trigger”. Payments recorded from then on are synced (earlier ones aren't).

Is it a fit?

Who it's for, and what it won't do.

Built for

  • B2B companies invoicing from QuickBooks Online and selling in HubSpot
  • Account managers who need to know when to start onboarding
  • Finance teams tired of answering “did they pay?”

What it doesn't do

  • It never moves money, records payments or changes anything in QuickBooks.
  • It never edits deal amounts or any property other than the stage you name.
  • It matches by exact company name (confirmed by email domain); mismatches are flagged, not guessed, and it doesn't create missing companies or deals.
  • It isn't instant: QuickBooks is checked every few minutes, and only payments recorded after activation are synced.
  • It shows as “Coming soon” until the QuickBooks connector is approved.

We list the limits up front so you can decide before you buy.

Price

$79 one-time

Per workspace. It never renews.

Coming soon — waiting for QuickBooks Online approval
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
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One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about Payment → CRM Sync.

Which apps does it need?

QuickBooks Online, HubSpot and Slack. The agent's page shows whether each app is ready to connect.

Could it change something it shouldn't?

It only reads QuickBooks and never moves money. In HubSpot it adds a note and, if you choose, changes the deal stage, never amounts or other properties. Anything uncertain is flagged rather than guessed.

What does setup involve?

About 15 minutes. HubSpot company names should match your QuickBooks customer names. Only payments recorded after you switch it on are synced.

Is it worth the price?

It's a one-time purchase that never renews and removes the manual copying between finance and sales. Live runs need a paid plan and your own AI key; Dry Run is free.

Does it change amounts or record anything in QuickBooks?

No. It only reads QuickBooks. In HubSpot it adds a note and, if you name a paid stage, changes the matched deal's stage — never amounts or other properties.

How does it match?

By exact company name (QuickBooks customer name = HubSpot company name), confirmed by the email domain when both have one, and by a deal amount equal to the payment. Anything else is flagged to your finance channel.

Where do I find the pipeline and stage ids?

HubSpot → Settings → Objects → Deals → Pipelines: the pipeline id is in the URL (the default pipeline is “default”), and each stage's id is shown when you edit it (e.g. “closedwon”).

Is this a subscription?

No. Payment → CRM Sync is a one-time purchase of $79 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Payment → CRM Sync is almost ready.

Can't be bought yet: waiting for QuickBooks Online approval. It opens for purchase on its own once approved. Create a free account now and you'll find it on your Agents page.

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