---
title: "QuickBooks Integration Block: Push Invoices and POs from Forms to QuickBooks Online"
url: "https://help.ontraccr.com/en/article/quickbooks-integration-block-push-invoices-and-pos-from-forms-to-quickbooks-online"
language: "en"
last_updated: "2025-05-26T22:06:20.156Z"
---

# 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.

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## 🔗 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

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## 🛠 Prerequisites

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

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## 🛠 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:

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## ⚙️ Configuration Options

### 1\. **Export Type**

Choose what to send:

| Option | Description |
| --- | --- |
| **Invoice** | Push billing info to QuickBooks as an invoice |
| **Purchase Order** | Push a PO from a field form |
| **Vendor Bill** (coming soon) | Payable entry tied to a vendor |

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### 2\. **Customer / Vendor Matching**

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

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### 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

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### 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)

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### 5\. **Backdating Option**

Choose to:

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

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## 🔍 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

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## 🧠 Use Case Examples

| Form | Export Type | Result |
| --- | --- | --- |
| Approved Quote | Invoice | Created in QuickBooks under matching client |
| PO Request Form | Purchase Order | Pushed to QuickBooks with all line items |
| Change Order | Invoice | Additional line item for extras billed |
| Vendor Work Log | Vendor Bill (coming soon) | Tracked as payable from form entry |

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## 📌 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