QuickBooks Integration Block: Push Invoices and POs from Forms to QuickBooks Online

📄 QuickBooks Integration Block: Push Invoices and Purchase Orders to QuickBooks from Forms
 

The QuickBooks Integration Block allows you to automatically sync Ontraccr form data—like invoices, purchase orders, and customer records—into your QuickBooks Online account. It’s the key to eliminating double entry and ensuring your finance team is always up to date.

🔗 What Is the QuickBooks Integration Block?

This workflow block:

• Sends financial documents (Invoices or POs) to QuickBooks Online
• Maps form fields to QuickBooks fields
• Supports customer/vendor matching, line items, cost codes, and backdating
• Works with QuickBooks Online only (no QuickBooks Desktop support)

✅ Ideal for invoice approvals, PO generation, and syncing financial workflows

🛠 Prerequisites

• ✅ QuickBooks Online account
• ✅ Integration must be connected under Settings → Integrations → QuickBooks
• ✅ Required QuickBooks fields (e.g., customers, items, accounts) should already exist

🛠 How to Add and Configure It

1. Go to Step 3: Workflow
2. Drag the QuickBooks Integration Block into your canvas
3. Connect it after Approval, Submit, or Form Trigger block
4. Click the block to open configuration options:

⚙️ Configuration Options

1. Export Type

Choose what to send:

2. Customer / Vendor Matching

• Map a form field (dropdown or text) to a QuickBooks Customer or Vendor
• Matching is name-based—ensure spelling matches

3. Line Item Mapping

For invoices or POs with line items:

• Map each form row (e.g., table entries) to QuickBooks:
  • Item/Service
  • Description
  • Rate
  • Quantity
  • Amount
  • Cost Code (optional)

✅ Works with Materials Table, Time Entry Table, or Custom Line Item Tables

4. Invoice/PO Fields

Map other key values:

• Invoice/PO Number
• Issue Date or Approval Date
• Terms or Notes
• Project reference
• Tax rates or markup (optional fields must already exist in QuickBooks)

5. Backdating Option

Choose to:

• Use the form’s submission or approval date
• Manually assign a static date (not recommended for variable use)

🔍 Post-Sync Visibility

• Confirmation shown in form’s timeline: “Pushed to QuickBooks – Invoice #INV-231”
• Status can be updated with Status Update Block
• Finance team can reconcile directly in QuickBooks

🧠 Use Case Examples

📌 Best Practices

• ✅ Pre-fill Customer and Vendor fields using dropdowns linked to internal records
• 📋 Add validations for total, project, and date to avoid rejected syncs
• 🔁 Combine with Approval Block to sync only after internal review
• 🧾 Add a field for QuickBooks sync status in the form for visibility