Who can use this feature

Available on monday CRM, monday work management, monday service, and monday dev

Available on Ultimate plan

Overview

The QuickBooks Integration enables you to sync data between QuickBooks and monday.com to get a complete view of the customer, streamline your payment processes, and maintain accurate financial records. This article will show you how to import your QuickBooks data to a monday.com board and also set up the integration to seamlessly connect your data moving forward.

Maintaining data integrity

To maintain data integrity, we recommend importing your data from QuickBooks before setting up the QuickBooks Integration. For monday CRM users, this will ensure that product items are available for selling and that prices are up-to-date.

Create your board

First, we recommend setting up a board for your products and services on monday.com. If you're a monday CRM user, you can use one of the product's default boards or create a new one.

Preparation in QuickBooks

These are a few steps that we recommend taking before exporting your QuickBooks data:

• Turn off the custom transaction number setting in QuickBooks. To avoid generating conflicting invoice numbers after importing your data to monday.com, we recommend turning off this setting.
• Turn on the setting that locks closed accounting periods in QuickBooks. This will ensure that closed accounting periods remain protected.

Export your data from QuickBooks

In QuickBooks, you can export Customers and Suppliers, Items, and Reports to CSV. For instructions, check out the Import/export CSV files article on the QuickBooks support site.

Import your data from QuickBooks

You can import your data from a CSV or Excel file to monday.com.

Prerequisites

• The following file types are supported: .xlsx, .xls, .csv
• Remove any restrictions before following these instructions. A protected sheet can't be uploaded.
• You can import a maximum of 50 columns and 8,000 rows at a time.
• Only the first tab of an Excel document will be imported.

Import your data

To import your data directly into your board, click the dropdown arrow to the right of the New item button at the top. Select Import Items from the menu:

Click Browse to select the document from your computer or drag and drop your file into the frame: 

At this point, you can match the columns in your CSV to the columns on your board. Click Match columns to make adjustments:

Columns available to match when importing

• Status Column
• Numbers Column
• Text Column
• Date Column
• Email Column
• Dropdown Column
• Timeline Column
• Phone Column 

When you're done with your adjustments, click Continue. Then, choose how you want to handle duplicates. The options are:

• Add as new: duplicates will be added as new items.
• Skip: don't add duplicated items that match a specific column.
• Overwrite: replace duplicated items that match a specific column.

Make your selection and click Start import. As the import progresses, you can see the completion rate in the bottom right corner:

Integrate with QuickBooks

Set up the integration

To set up the integration, open the Board Automations Center by clicking Automate or Integrate in the top right corner:

Search "QuickBooks" and select the QuickBooks icon:

Choose the integration template that you'd like to set up:

Connect your account

When you select a template, click QuickBooks account and then Connect to begin connecting your account:

You will be redirected to Intuit to sign in to your account. Enter your credentials to sign in:

You must agree to the proposed permissions to finish setting up the integration.

Create the sync

After connecting your account, you will be redirected back to monday CRM:

You can then set up your integration to customize which fields in monday CRM will connect with QuickBooks:

Connecting Quotes & Invoices with the Quickbooks Integration

More on new recipe

Fields that can be filled out

Fields that can be filled out from monday to QuickBooks and the other way around:

• monday to QuickBooks:

  Customer

  Display name, Title, Bill to Email, Phone, Company name, Open balance, Billing address, City, Postal code, Country/State. All optional except for name.

• QuickBooks to monday:

  Invoice

  Balance, Currency, Customer name, Discount, Document number, Invoice sharable link, Private note, Total amount, Total tax (Need to choose QuickBooks fields for each monday column)

  Product/Service

  Description, Display name, Price, Quantity on hand, SKU, Type (Need to choose QuickBooks fields for each monday column)

• Supported fields from monday to QuickBooks:

  text, date, email, numbers, status, long text, item ID

• Fields not supported from monday to QuickBooks:

  formula, phone, connect boards, link, files, dropdown, location, tags, timeline