QuickBooks Online, without the re-keying
A small business needed its operations system connected to QuickBooks Online. The goal was simple: once an invoice is approved, it should appear in QuickBooks, correctly coded, without anyone typing it in again.
- Accounting package
- QuickBooks
- Service
- Accounting & Finance Systems
What needed solving
- Invoices, credit notes and payments were entered into QuickBooks by hand.
- New customers already had their contacts in QuickBooks and needed them brought across.
- Tax code mismatches caused postings to be rejected.
- QuickBooks ends long-running connections, which interrupted large syncs.
The outcome
- Invoices appear in QuickBooks, correctly coded, without manual entry.
- New customers onboard faster by importing their existing QuickBooks contacts.
- Clear error messages let users fix most problems themselves.
What we built
Intuit OAuth connection
Customers connect to QuickBooks Online from settings and approve access in Intuit, with permissions limited to customers, invoicing and tax.
Code import
Tax and account codes are imported from QuickBooks before any invoices are sent, so every line is coded correctly.
Two-way customer sync
Active QuickBooks customers are imported for fast onboarding. New customers are created in QuickBooks when they have their first approved invoice.
One-click posting
Approved invoices, credit notes and payments post to QuickBooks individually or in bulk.
Timeout-tolerant sync
Large volumes are processed in chunks, so a dropped connection never loses work and the next run continues from where it stopped.
Sync history
A log of every sync shows clear reasons for any failures, such as a missing tax code or a duplicate customer, plus optional error notifications.
What syncs, and in which direction
QuickBooks → Operations system
- Customers
- Tax codes
- Account (nominal) codes
Operations system → QuickBooks
- Customers
- Sales invoices
- Credit notes
- Payments
Engineering highlights
- Built for QuickBooks Online through the official Intuit API
- Duplicate prevention by matching name, email, account number and address
- Supports sync at end of day, weekly or at month-end
- Synced data feeds QuickBooks profit and loss, balance sheet and tax reports
Tools & technologies
- QuickBooks Online API
- Intuit OAuth 2.0
- REST APIs
- Batch processing
- Error notifications
Other integrations we have delivered
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Read case studyWant QuickBooks connected to your systems?
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