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QuickBooks Online channel

QuickBooks Online is an accounting software package for small to medium businesses that operates in the cloud and is accessed through a secure login in a web browser. This channel does not work with QuickBooks Desktop or QuickBooks for Mac.

Please note that terms used in the QuickBooks Online channel categories are QuickBooks Online specific terminology.

How to connect

  1. On the My pipelines page, click Create a pipeline. Enter name, description, and tag fields and click the Create Pipelines button. The pipelines wizard displays:

  2. From the wizard you choose the connections for the first steps of your pipeline. When you choose a type, you'll add the channels and steps for your first steps. You can always add more steps later. A Triggered pipeline is started by a specific event in real-time. A Scheduled pipeline will start according to a schedule. A Manual pipeline only starts manually. Once you've completed the wizard, you'll be prompted for connection detail, if necessary. If you are an experienced builder, click the Start from scratch button and then from the right side of the page, choose the All to list all available channels.
  3. Expand QuickBooks Online in the list of channels on the right side of the page and click Connect to QuickBooks Online.
  4. You now have the option to connect to a sandbox company in order to run pipelines against these test environments. In the pop-up window, you now have the optionto connect using sandbox companies allowing you to run your pipeline(s) against a test environment. Select the checkbox and select a company to connect click on Connect to QuickBooks Online.
  5. Enter your credentials and click Sign In.
  6. Follow the QuickBooks Online screens and fill out the required information, then click Connect.


  7. You will be brought back to Pipelines with categories expanded for the Quickbooks Online channel.

How to reconnect the QuickBooks Online channel

You may need to reconnect your account to a channel. Reasons may be (but not limited to):

  • If you need to connect a different account.

  • Authorization updates, such as a changed password.

  • Editing the access rights that Pipelines has to the channel.

To reconnect:

  1. Select a pipeline that already has QuickBooks Online in it.
  2. Open a step containing QuickBooks Online.
  3. Under account, select Connect (or reconnect) and follow the process above, How to connect.

Steps

The steps you can use with QuickBooks fall into a seven categories:

  • Customers

  • Vendors

  • Time Activities

  • Bills

  • Items

  • Invoices

  • Expenses

Note: You cannot use jinja expressions in trigger conditions unless explicitly specified as possible.

Type Name Description
Customers
Trigger Customer Created Triggers when a new customer is created in the selected account.
Trigger Customer Updated Triggers when a customer is updated in the selected account.
Action Create a Customer Creates a new customer.
Action Update a Customer Updates the selected customer.
Query Search Customers Searches for customers.
Action Fetch a Linked Customer Fetches a linked customer.
Action Look Up a Customer Looks for a customer and returns a single item.
Vendors
Trigger Vendor Created Triggers when a new vendor is created in the selected account.
Trigger Vendor Updated Triggers when a vendor is updated in the selected account.
Action Create a Vendor Creates a new vendor.
Action Update a Vendor Updates the selected vendor.
Query Search Vendors Searches for vendors.
Action Fetch a Linked Vendor Fetches a linked vendor.
Action Look Up a Vendor Looks for a vendor and returns a single item.
Time Activities
Trigger Time Activity Created Triggers when a new time activity is created in the selected account.
Trigger Time Activity Updated Triggers when a time activity is updated in the selected account.
Action Create a Time Activity Creates a new time activity.
Action Update a Time Activity Updates the selected time activity.
Query Search Time Activities Searches for time activities in the selected account and returns a list.
Action Fetch a Linked Time Activity Fetches a linked time activity.
Action Look Up a Time Activity Looks for a time activity and returns a single item.
Bills
Trigger Bill Created Triggers when a new bill is created in the selected account.
Trigger Bill Updated Triggers when a bill is updated in the selected account.
Action Create a Bill Creates a new bill.
Action Update a Bill Updates the selected bill.
Query Search Bills Searches for bills.
Action Fetch a Linked Bill Fetches a linked bill.
Action Look Up a Bill Looks for a bill and returns a single item.

Items
Trigger Item Created Triggers when an item is created in the selected account.
Trigger Item Updated Triggers when an item is updated in the selected account.
Action Create an Item Creates a new item.
Action Update an Item Updates the selected item.
Query Search Items Searches for items.
Action Fetch a Linked Item Fetches a linked item.
Action Look Up an Item Looks for an item and returns a single item.
Invoices
Trigger Invoice Created Triggers when an invoice is created in the selected account.
Trigger Invoice Updated Triggers when an invoice is updated in the selected account.
Action Create an Invoice Creates a new invoice.
Action Update an Invoice Updates the selected invoice.
Query Search Invoices Searches for invoices.
Action Fetch a Linked Invoice Fetches a linked invoice.
Action Look Up an Invoice Looks for an invoice and returns a single item.
Expenses
Trigger Expense Created Triggers when an expense is created in the selected account.
Trigger Expense Updated Triggers when an expense is updated in the selected account.
Action Create an Expense Creates a new expense.
Action Update an Expense Updates the selected expense.
Query Search Expenses Searches for expense.
Action Fetch a Linked Expense Fetches a linked expense.
Action Look Up an Expense Looks for an expense and returns a single item.

How to use QuickBooks Online Projects in a pipeline

Turn on the Projects feature in QuickBooks Online system:

  1. Select Settings, then select Account and Settings
  2. Go to the Advanced tab.
  3. Find the Projects section and select Edit to expand it.
  4. Switch on the Projects toggle.
  5. Select Save and close your settings.

Create a project:

  1. Select the Projects menu then select Project.
  2. Give your project a memorable name, i.e: Application Development.
  3. Select the customer you are working for from the drop-down menu and add any notes or details about the project.
  4. Click Save.

Track income and expenses example:

  1. In Pipelines, go to QuickBooks Online channel and from the Expenses category drag the Create Expense action onto the pipeline builder.
  2. Populate the required fields and in the Category details section. In the Customer or Project dropdown, select the project you created in the previous steps.
  3. Run the pipeline.

Go into your project dashboard in QuickBooks Online and you should notice that COSTS are increased with the Amount value. You can also track invoices, bills, time activities for projects in a similar way by selecting your project from the customer or project dropdown.

Use case example

In this common use case for invoice creation we want to iterate through line items in Quickbase, and then populate them in the QuickBooks channel.

  1. Starting with a Line Items Table in Quickbase, we search those records and the Search pipe returns a list of records.
  2. The Invoice has a “Lines” section that is a “List”. We pipe the Search Records -> This section, and Pipeline creates a list of line items with individual records.

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