Stop entering the same data in two places. The QuickBooks Online integration syncs your contacts, products, and invoices between QuickBooks Online and your CRM automatically. Connect the two accounts once and your data stays in sync going forward — no duplicate entry required.
This article covers what data is synced between QuickBooks Online and your CRM, how to connect the integration, and how to reset or disconnect the connection. This article does not cover QuickBooks Online account setup. For help with your QuickBooks Online account settings, visit QuickBooks Online support directly.
What Data Syncs Between Keap and QuickBooks Online
The QuickBooks Online integration syncs contacts, products, and invoices between the two systems. The direction and timing of each sync depends on the data type and where the action originates. Review the rules below before connecting to understand how your data will be handled.
Important: QuickBooks Online customer records that do not include a primary email address will not be included in the contact or invoice sync. Email address is required for a record to sync in either direction.
Contacts
When you connect QuickBooks Online to your CRM, all existing QuickBooks Online contacts are imported immediately. Going forward, new contacts created in QuickBooks Online will sync to your CRM automatically. Contacts imported from QuickBooks Online are matched to existing contact records by email address — if a contact already exists in your CRM with the same email address, the record will be updated rather than duplicated. A misspelled email address will result in a separate contact record being created.
Contacts imported from QuickBooks Online are set to non-marketable status by default. Non-marketable contacts cannot receive bulk marketing emails or automated email sequences. To send marketing emails to imported contacts, you must either manually opt them in or send them a confirmation email to obtain explicit permission.
The following contact fields are included in the sync:
- First name
- Middle name
- Family (last) name
- Primary email address
- Phone number — syncs only when the number is stored in the Phone field in QuickBooks Online. Phone numbers stored in other fields in QuickBooks Online will not sync.
- Billing address
Products
Products are imported from QuickBooks Online into your CRM when you first connect the integration. Going forward, new products created in QuickBooks Online will sync to your CRM. Products created in your CRM will sync to QuickBooks Online when they are included on an invoice that is sent or paid.
Invoices
Invoice syncing is not retroactive. Only new invoices created after the integration is connected will sync between the two systems. The direction of the invoice sync depends on where the invoice originates:
- From QuickBooks Online to your CRM — an invoice syncs to your CRM when it is created in QuickBooks Online.
- From your CRM to QuickBooks Online — an invoice syncs to QuickBooks Online when it is marked as sent or paid in your CRM. The associated contact and product records also sync to QuickBooks Online at that time.
Note for non-US QuickBooks Online accounts: If your QuickBooks Online account has taxes configured and is based outside the United States, the sync from your CRM to QuickBooks Online requires a tax setting named exactly Exempt to exist in your QuickBooks Online account. If this tax setting does not exist, the sync will not work correctly.
How to Connect QuickBooks Online to Keap
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Click Settings in the dropdown menu at the top right of your account.
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Scroll down and click Integrations in the Settings menu.
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Click Connect on the QuickBooks Online card on the Integrations page.
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Sign in to your Intuit account when prompted. You will be redirected to the Intuit sign-in page to authenticate your QuickBooks Online account.
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Click Connect on the QuickBooks Online authorization screen to grant your CRM access to your QuickBooks Online account.
- Watch for the confirmation message in the lower right corner of your screen. A pop-up confirmation message will appear confirming that your QuickBooks Online account is now connected.
After connecting, all existing contacts and products from your QuickBooks Online account will be imported into your CRM immediately. Going forward, new invoices created in QuickBooks Online will sync to your CRM automatically.
How to Reset or Disconnect the QuickBooks Online Integration
Two options are available for managing an existing QuickBooks Online connection: Reset connection and Disconnect. Resetting the connection refreshes the integration without removing it. Disconnecting removes the integration entirely.
Warning: Clicking Reset connection will stop future updates to invoices that have already been created. Any invoices created before the reset will no longer sync between QuickBooks Online and your CRM going forward. Only invoices created after the reset will be included in the sync.
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Click Settings in the dropdown menu at the top right of your account.
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Scroll down and click Integrations in the Settings menu.
- Click the three-dot menu on the QuickBooks Online card to see the Reset connection and Disconnect options. Select the option that applies to your situation.
If you are disconnecting your CRM from QuickBooks Online, you must also complete the disconnection from the QuickBooks Online side. Follow QuickBooks Online's instructions for disconnecting a connected app to complete the full disconnection.
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