Setting up QuickBooks Integration

Modified on: Tue, 25 Feb, 2025 at 6:44 AM

In this article, we will cover integrating QuickBooks into your CRM software. This saves you from having to manually enter data into your CRM every time a contact is created in QuickBooks.
Once connected, all new contacts will be added to your CRM and automatically be sent a review request upon payment (unless you turn it off).
You can also import all previously created invoices(Optional) from Quickbooks into your CRM
TABLE OF CONTENTS

What does the QuickBooks integration do:
How to Integrate QuickBooks
Frequently Asked Questions

What does the QuickBooks integration do:

Syncs all contacts that are created in QuickBooks already along with any new contacts created after the integration
Sends Review Request when QuickBooks shows that a contact's first invoice was paid in full (balance $0). This automation can be turned on/off in the integration card.
Automatically register sales receipts inside Quickbooks whenever a payment is made inside GHL for order forms, subscription payments, membership checkouts, and calendar payments
Automatically create an invoice inside Quickbooks as soon as an invoice is marked as sent inside GHL. This will also sync any updates made afterward inside GHL and mark it is paid inside QBO as soon as it is paid inside GHL
Imports old invoices from Quickbooks: If you enable the Import Invoices toggle during the initial connection, all previously created invoices from QuickBooks will be added to the CRM. Please note that any changes made to these imported invoices in CRM will not sync back to QuickBooks.

Auto creation of sales receipts

This is applicable for any payment processed via order forms, calendars, or subsequent subscription payments as well
If a customer exists inside QBO with the same email id with which the transaction is processed, we will update the sales receipt corresponding to the same customer inside QB
If the customer is not present, we will create a new customer against the email id with which the transaction is processed

One-way invoice sync from GHL to QBO

This will create a replica of the sent invoice, along with the total amount (including taxes and discounts) on QBO for frictionless accounting sync
Any updates made on the invoice inside GHL will be updated on QBO. This will include any invoice status change transitions inside GHL, such as the invoice is paid by the customer, or invoice is voided on GHL or any further discount is added upon customer request
This will not sync existing invoices already created within GHL. Only new invoices created from now on will get synced inside QBO
If a customer exists inside QBO with the same email id with which the transaction is processed, we will update the sales receipt corresponding to the same customer inside QB
If the customer is not present, we will create a new customer against the email ID with which the transaction is processed

Invoice import from QBO to CRM

Enable the “Import Invoices” toggle in Settings → Integrations → QuickBooks to bring in all historical invoices created within Quickbooks automatically.
This will not import the invoices that will be created within Quickbooks from the CRM using 1-way sync

Please Note:

- Once the integration has been established all leads will be added as contacts to your location. It may take up to 5 mins before you see the contact in the CRM
- This includes any existing contacts on QBO along with the new contacts added after the integration.

How to Integrate QuickBooks

- Make sure to accept all permissions > hit the "connect" button

Frequently Asked Questions

Q: What does the QuickBooks integration do?

The integration syncs all existing and new contacts created in QuickBooks into your CRM. It automatically sends a review request when a contact's first invoice is fully paid in QuickBooks (optional and can be toggled off). It registers sales receipts in QuickBooks for payments made in your CRM (e.g., order forms, subscriptions, membership checkouts, and calendar payments). Additionally, it creates and updates invoices in QuickBooks whenever an invoice is sent or updated in your CRM, ensuring seamless synchronization.

Q: Will the integration sync existing QuickBooks invoices to my CRM?

Yes—if you enable the “Import Invoices” toggle during the initial connection, all previously created QuickBooks invoices will be imported into your CRM. Please note: Any changes made to these imported invoices from Quickbooks within your CRM do not sync back to QuickBooks and vice versa.
If you do not enable it, the system only syncs new invoices created in your CRM to Quickbooks after the integration.

Q: How does the integration handle customers that already exist in QuickBooks?

If a customer already exists in QuickBooks with the same email address as used in the transaction, the integration updates the existing customer’s record. For sales receipts, it associates the transaction with the corresponding customer. If no matching email exists, a new customer record will be created in QuickBooks.

Q: Are taxes and discounts included in synced invoices?

Yes, the integration ensures that all synced invoices include total amounts, taxes, and discounts, providing seamless accounting synchronization.