u/OG_OttawaGemologist

We're a small custom jewelry studio in Ottawa. Everything we make is one-of-one, so there are no products or SKUs. Every quote and invoice starts from scratch. HubSpot is our CRM and we love it. Now we want our payments and paperwork to live alongside it.

Current setup:

• Invoices created from HubSpot deals and sent through QuickBooks Online
• Clients pay by credit card through QuickBooks or by Interac e-Transfer
• Clover terminal for in-person payments
• Deals get closed manually in HubSpot, or sometimes sync back from QuickBooks

What we've tried: HubSpot's native invoicing. The 50/50 deposit structure was a pain, and it felt like it opened up more problems than it solved.

What we're looking for:

• A more polished, on-brand client experience than QuickBooks invoices
• Easy 50% deposit / 50% balance invoicing for custom work, with no product catalog needed
• Automatic confirmations to the client when a deposit is paid
• The ability to send an invoice and a contract together (or in sequence)
• Everything documented in one place, ideally on the HubSpot contact and deal record
• A clean sync to QuickBooks Online for the accounting side
• Canadian requirements covered: CAD, HST, card payments, and ideally e-Transfer

We're open to a new payment processor or tool if it does this well.

Questions:

1. Is anyone in Canada running custom, deposit-based work through HubSpot? What do you use for invoicing?
2. Has anyone found a tool that handles invoice, contract, and deposit confirmation in one flow and syncs to HubSpot?
3. What payment processor are you using with HubSpot, and how does it connect to QuickBooks?
4. Did you find a way to make HubSpot native invoicing work for deposits, or did you give up on it too?

Would love to hear what's actually working for people.