DATEV – HubSpot Sync

With the DATEV app, you transfer invoice information, customer master data, and associated PDF receipts from HubSpot to DATEV. The data is provided for different purposes:

• Customer master data: Linked HubSpot companies and contacts are prepared as debtors for accounting. A debtor is a customer you invoice. The assignment happens via the required "Account" property.
• Posting data: Posting lines in DATEV format are generated from the receipt line items.
• Receipt images: Available PDF receipts are transferred to DATEV and linked to the posting data. In the app settings, you define whether quotes or invoices serve as the source.

You define once which HubSpot information is transferred into which DATEV fields. You then transfer the data manually or on a schedule.

The app transfers data from HubSpot into a folder defined in the settings within DATEV accounting. A successful transfer means the data was provided there or processed by the respective import. The subject-matter review and further processing then takes place in your accounting process.

• A HubSpot account with the app installed and access to its settings.
• Access to the HubSpot invoices or quotes, line items, and customer data you want to transfer.
• A configured DATEV accounting dataset as well as the required DATEV data services and access rights.
• A DATEV login option for the person who authorizes the connection.
• Your DATEV consultant number, client number, and the start of the fiscal year.
• An assignment of accounts and other posting fields coordinated with your accounting department or tax advisor.

For receipt filing, the dataset must be set up in DATEV Unternehmen online. You can find information on this in the DATEV guide for setting up the posting data service.

Also check that the required properties in HubSpot are filled in and that the companies are linked to the receipts. A HubSpot quote or HubSpot invoice must be used for receipt images.

In HubSpot, open the settings of the connected app and switch to the tab General settings.

1. Enter DATEV master data

The three required entries determine the DATEV dataset and the fiscal year. Save your settings.

2. Select data source

Under Primary data source select "Invoices" (HubSpot invoices) or "Quote" (HubSpot quotes).

3. Establish connection

1. Click on Connect with DATEV.
2. Open the authorization link shown if the login does not open directly.
3. Log in to DATEV and confirm the requested access permissions.
4. Return to HubSpot and click on Update status.

In the DATEV connection area you see the connection status, dataset, validity of the access authorization ("Token valid until"), and the authorizing person. You do not need to enter a technical key.

Via Disconnect you disconnect the connection – data already transferred remains intact. The link DATEV Connected Applications leads to the management of app access permissions granted at DATEV.

4. Define receipt filing

Both names may contain at most 30 characters; empty fields use the default value. The third level, the monthly register, is determined from the receipt date (or, failing that, the creation date), e.g. HubSpot → Ausgang → 2026-09.

New filing names apply to future uploads; existing receipts are not moved.

In the tab Debtors & Header you define which customer data is transferred to DATEV.

1. Open the desired DATEV field via Edit.
2. Select the appropriate HubSpot property or a fixed value.
3. Save the mapping.
4. Repeat this for all required fields, especially the marked mandatory fields.

Typical mappings are debtor number, company name, and address. Use a debtor number coordinated with your accounting department – a HubSpot record number is not automatically a suitable DATEV account number. The app requires the link between the receipt and the company in order to assign the master data.

"1/1 complete" means the required field is configured. "Mapped: 12/254" counts all configured mappings including optional fields – you don't need to enable all 254 fields. Whether the values are present and valid for every customer is only shown by the data check.

The section Header contains additional details for the DATEV file. Required technical values are generated automatically; you only configure additional header fields as needed.

A posting batch groups posting lines for processing in DATEV. In the tab Posting Batch & Header check in particular the mappings for:

• Amount and currency
• Account and contra account
• Debit/credit indicator
• Receipt date and receipt number
• Posting text and, if needed, required tax details

"7/7 complete" confirms the setup of the required fields – but not that all receipts contain complete or substantively appropriate values. If you need different accounts depending on the receipt, use rules.

Receipt line items can result in multiple posting lines; the number of posting lines therefore does not have to match the number of invoices.

A mapping is an assignment: which information from HubSpot should be transferred into which DATEV field?

You choose between HubSpot property / fixed value and Rules. Depending on the field, companies, contacts, deals, invoices, quotes or line items are available as sources.

With rules you determine a field value depending on the HubSpot data – entirely without programming.

1. At the desired DATEV field, open Edit.
2. Under Determine value by select the option Rules.
3. Under IF define the condition: data source, property, comparison, and comparison value.
4. Under THEN define the result – a fixed value or the value of a HubSpot property.
5. Add further conditions or rules as needed.
6. Under ELSE enter the replacement value ("fallback").
7. Save the mapping.

AND = all conditions must be met, OR = at least one. Rules are evaluated from top to bottom; the first match delivers the result – so place more specific rules first.

Example: For service type "Consulting", the posting text "Consulting service" is entered, otherwise the default text. Or: if "Amount billed" is greater than 0, the rule returns "H", otherwise "S". Coordinate with your accounting department which accounts and mappings are substantively correct.

Check before the first transfer

Select a manageable period and click on Check only. The app checks the HubSpot data without transferring anything to DATEV. Resolve any reported errors and repeat the check. A successful check does not replace a review by your accounting team.

Transfer manually

1. Open General settings.
2. Check the data source, DATEV connection, and required fields.
3. Select Period start and Period end.
4. Save your settings.
5. Click on Start data transfer.
6. Check the result display and then the data in DATEV.

The manual period refers to the creation date in HubSpot, not the invoice date; the start and end days are included.

Transfer automatically

1. Enable Enable automatic DATEV sync.
2. Select the start day and start time for the first run.
3. Define the repeat interval in days and hours (for 24 hours: 1 day and 0 hours).
4. Save the settings.

The first start is scheduled based on German local time. For invoices, the automatic selection also takes into account changes in HubSpot; quotes are selected by creation date. Changes to invoices already transferred do not automatically correct or cancel a DATEV posting.

Understanding results

An invoice can contain multiple line items and therefore multiple posting lines. If a PDF is missing, the posting is transferred without a receipt link. Line items with a zero amount are skipped.

The focus is on the DATEV posting data service and digital receipt transfer. No custom programming is required.

The DATEV posting data service covers posting and master data as well as receipt images. Belege online is part of DATEV Unternehmen online. The DATEV receipt image service for accounting describes the transfer of digitized receipts into DATEV Unternehmen online.

Need support?

Write to apps@adunera.com. Please include your HubSpot portal ID, the time of the problem, the affected invoice or job and the exact error message – if available, also the job identifier and the “Technical details for support”. Do not send passwords or access keys.