Supercharge Your QuickBooks
Connect QuickBooks Online with your entire business ecosystem. Automate accounting workflows, eliminate manual data entry, and gain real-time financial insights. QuickBooks Online provides a powerful REST API that enables deep integration with CRMs, e-commerce platforms, payment processors, and custom applications. We build integrations that handle the nuances of QBO's data model, manage OAuth 2.0 authentication, and ensure your financial data stays accurate across all connected systems.
Why Integrate QuickBooks with Your Business Systems?
Automated Bookkeeping
Sales, expenses, and payments flow automatically into QuickBooks. Spend less time on data entry. Every Shopify order, Stripe payment, or CRM deal becomes properly coded accounting entries without manual intervention. Your books are always current and audit-ready.
Multi-Currency Support
Handle international transactions with automatic exchange rate updates and proper accounting. QuickBooks handles currency conversion, and our integrations ensure foreign sales from global e-commerce or international clients are recorded correctly with proper FX gain/loss tracking.
Advanced Reporting
Pull data from multiple systems for comprehensive financial dashboards and insights. Combine QuickBooks financial data with CRM pipeline, project actuals, and operational metrics. See profitability by customer, project, or product line with real-time accuracy.
Popular QuickBooks Integration Solutions
Connect QuickBooks with your entire business ecosystem
QuickBooks + CRM Integration
Connect your sales pipeline to accounting for end-to-end visibility. Won deals in HubSpot or Salesforce automatically create invoices in QuickBooks. Payment status syncs back to update deal records.
- Quote to invoice automation via Estimate → Invoice flow
- Customer sync between CRM Contacts and QBO Customers
- Revenue tracking with proper deferred revenue handling
- Payment visibility in CRM deal timeline
QuickBooks + E-commerce
Automate online sales recording and inventory tracking. Every Shopify or WooCommerce order creates proper invoices or sales receipts in QuickBooks with correct tax handling.
- Order automation with line item detail
- Inventory sync using QBO Items
- Fee reconciliation for payment processor charges
- Refund and credit memo automation
QuickBooks + Payments
Connect payment processors for automatic reconciliation. Stripe, PayPal, and Square transactions flow into QuickBooks with fees properly tracked.
- Stripe payment sync with fee separation
- PayPal transactions matched to invoices
- Square sales with tip and fee handling
- Deposit matching for bank reconciliation
QuickBooks + Project Management
Connect Monday.com, Asana, or custom project systems for job costing. Track time and expenses against projects with costs flowing to QuickBooks.
- Time tracking to billable invoices
- Expense allocation by project
- Budget vs actual reporting
- Project profitability analysis
Systems We Connect with QuickBooks
Plus 100+ more systems - if you use it, we can integrate it with QuickBooks
How QuickBooks Integration Works
Connect Your Systems
We securely connect QuickBooks with your other business applications using official APIs and best practices.
Map Your Data
Configure how data flows between systems - which fields map where, what triggers sync, and business rules.
Automate Forever
Once configured, data flows automatically 24/7. Monitor with dashboards and alerts for complete peace of mind.
Data Flow Architecture
Here's how data flows between QuickBooks and your connected systems:
┌─────────────────┐ ┌──────────────────┐ ┌─────────────────┐
│ Source System │ │ Integration │ │ QuickBooks │
│ (E-comm/CRM) │────▶│ Engine │────▶│ Online │
└─────────────────┘ └──────────────────┘ └─────────────────┘
│ │ │
│ ▼ │
│ ┌──────────────────┐ │
│ │ Data Transform │ │
│ │ • Customer ID │ │
│ │ • Tax codes │ │
│ │ • Item refs │ │
│ └──────────────────┘ │
│ │ │
▼ ▼ ▼
┌─────────┐ ┌─────────────┐ ┌──────────┐
│ Webhook │ │ Queue & │ │ Webhook │
│ Trigger │ │ Retry │ │ Events │
└─────────┘ └─────────────┘ └──────────┘
Example: Shopify Order → QBO SalesReceipt
═════════════════════════════════════════════
1. Shopify fires orders/paid webhook
2. Engine receives order with customer, items, payment
3. Check if Customer exists in QBO (query by email)
4. Create Customer if new, or get existing CustomerRef
5. Map line items to QBO Items or create on-the-fly
6. Build SalesReceipt with:
- CustomerRef pointing to QBO customer
- Line items with ItemRef and TaxCodeRef
- DepositToAccountRef for cash/bank account
7. POST to /v3/company/{realmId}/salesreceipt
8. QBO returns SalesReceipt with DocNumber
9. Log success and update Shopify order tagsCommon Field Mappings
| Source Field | Target Field | Notes |
|---|---|---|
| customer.email | Customer.PrimaryEmailAddr.Address | Used for matching existing customers |
| customer.display_name | Customer.DisplayName | Required field - must be unique in QBO |
| customer.company | Customer.CompanyName | Business name for B2B customers |
| order.line_items[].name | Line.Description | Product description |
| order.line_items[].sku | Line.SalesItemLineDetail.ItemRef | Maps to QBO Item by Name or SKU |
| order.line_items[].quantity | Line.SalesItemLineDetail.Qty | Quantity sold |
| order.line_items[].price | Line.SalesItemLineDetail.UnitPrice | Price per unit |
| order.line_items[].tax_rate | Line.SalesItemLineDetail.TaxCodeRef | TAX for taxable, NON for non-taxable |
| order.shipping_amount | Line (Shipping item) | Separate line item for shipping |
| order.discount_amount | Line (DiscountLineDetail) | Discount as negative line or DiscountLineDetail |
| order.id | Invoice.DocNumber or CustomField | Order reference for cross-linking |
| order.date | Invoice.TxnDate | Transaction date |
Example API Response
Sample data structure when syncing from QuickBooks:
// QuickBooks Online Invoice Response (from POST /v3/company/{realmId}/invoice)
{
"Invoice": {
"Id": "130",
"DocNumber": "1042",
"TxnDate": "2024-11-15",
"CustomerRef": {
"value": "58",
"name": "Smith Consulting Pty Ltd"
},
"BillEmail": {
"Address": "accounts@smithconsulting.com.au"
},
"Line": [
{
"Id": "1",
"LineNum": 1,
"Description": "Professional Services - November 2024",
"Amount": 1500.00,
"DetailType": "SalesItemLineDetail",
"SalesItemLineDetail": {
"ItemRef": {
"value": "19",
"name": "Professional Services"
},
"UnitPrice": 150,
"Qty": 10,
"TaxCodeRef": {
"value": "TAX"
}
}
},
{
"Amount": 1500.00,
"DetailType": "SubTotalLineDetail"
}
],
"TxnTaxDetail": {
"TotalTax": 150.00,
"TaxLine": [{
"Amount": 150.00,
"DetailType": "TaxLineDetail",
"TaxLineDetail": {
"TaxRateRef": { "value": "3" },
"PercentBased": true,
"TaxPercent": 10,
"NetAmountTaxable": 1500.00
}
}]
},
"TotalAmt": 1650.00,
"Balance": 1650.00,
"DueDate": "2024-12-15"
}
}AI & Custom Integration Examples
Beyond system-to-system connections, we build custom AI solutions and interfaces powered by QuickBooks data.
AI Financial Analyst Chatbot
Build a conversational AI that queries QuickBooks in real-time to answer business questions. "What's our cash position?" "Show me unpaid invoices over 60 days." "Compare this month's revenue to last year." Natural language interface for executives and staff who need quick insights without navigating accounting software.
Custom Client Portal with Invoicing
Create a branded portal where your clients can view their invoices, make payments, and see account history. Pulls data directly from QuickBooks, shows balance and aging, and can accept payments via integrated payment processors. Updates QBO automatically when clients pay.
Automated Expense Approval Workflow
Staff submit expenses through a custom app or chatbot. AI categorizes expenses using your QBO chart of accounts, routes to appropriate approvers based on amount or category, and creates approved expenses as Bills in QuickBooks ready for payment. Receipt images attached automatically.
Predictive Revenue Dashboard
AI analyzes QuickBooks historical data combined with CRM pipeline to forecast revenue. Considers seasonal patterns, customer payment behaviors, and deal probabilities. Visual dashboard shows projected vs actual with confidence intervals. Alerts for forecast shortfalls.
Smart AP Automation
AI processes incoming vendor invoices (email, scan, or upload). Extracts vendor, amounts, and line items using OCR and AI. Matches to purchase orders if applicable. Creates Bills in QuickBooks with correct vendor, terms, and account coding. Learns from corrections to improve accuracy.
Voice-Enabled Bookkeeping
Business owners log transactions by voice. "I bought office supplies at Officeworks for $245." AI creates the expense entry in QuickBooks with correct vendor, account (Office Supplies), and GST handling. Works through mobile app or smart speakers for on-the-go entry.
Integration Prerequisites
Before starting your QuickBooks integration, ensure you have:
- QuickBooks Online subscription (Simple Start, Essentials, Plus, or Advanced)
- QuickBooks account with Admin or Company Admin role for initial OAuth authorization
- OAuth 2.0 consent - you'll sign in to QuickBooks and authorize our integration app
- Chart of Accounts configured with your revenue, expense, and asset accounts
- Tax settings configured for Australian GST (or relevant tax jurisdiction)
- Products/Services (Items) set up in QBO if you want line items to link to inventory
- Source system API access with appropriate permissions (e.g., Shopify API key)
- Clear requirements on data flow: which systems write to QBO vs read from QBO
Common Issues & Solutions
Invoice creation fails with "Duplicate DocNumber"
Customer matching not finding existing customers
Tax not calculating correctly on invoices
OAuth token refresh failing
API returns "Business Validation Error"
Inventory quantities not updating
Frequently Asked Questions
Do you integrate QuickBooks Online or Desktop?
How does QuickBooks handle Australian tax?
Can QuickBooks integrate with Australian banks?
How do webhooks work in QuickBooks?
What's the difference between Invoice and SalesReceipt in QuickBooks?
How do you handle inventory in QuickBooks integrations?
Ready to Connect QuickBooks with Everything?
Join hundreds of businesses saving hours weekly with QuickBooks integration
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