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Workflow Automation

QuickBooks integrations that post each invoice once, and correctly.

Our QuickBooks integration services connect QuickBooks Online to the systems where your sales, orders and jobs happen, so customers, invoices and payments reach the books without anyone typing them in twice.

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What we connect QuickBooks to

  • CRMs: HubSpot, Salesforce and Microsoft Dynamics 365.
  • Online stores: Shopify, and the payment processors behind it.
  • Other ledgers: NetSuite or Xero, when a group runs more than one set of books.
  • Operations systems: scheduling, field service, inventory and job tracking.
  • Your own databases, and the spreadsheets doing a database's job.

Anything with a documented API can be connected. If a system has no usable interface, the audit tells you before you commit to a build.

Check the app store first

The QuickBooks App Store and the CRM marketplaces already have connectors, and for standard fields moving in one direction they are often enough. Before you pay for custom work, find out four things about the connector you are looking at: which records it syncs and in which direction, what happens when the same customer exists in both systems, what it does with a field it can't map, and where it reports a sync that failed.

HubSpot's own QuickBooks Online app is a good example of why those questions matter. Its help pages say that QuickBooks requires every customer's display name to be unique, so after the first contact from a company syncs, other contacts from the same company fail. They also note that revenue recognition in QuickBooks needs a service date on every invoice line, and HubSpot line items can't carry one. Details like these decide whether a connector fits your business.

When the connector fits, we will tell you to use it. We build custom integrations for the cases it doesn't cover: business rules, several systems at once, volumes where errors would pile up unseen, or books that must reconcile to the cent.

What changed at Intuit in 2024 to 2026

Three changes affect anyone running or planning a QuickBooks integration.

  • Intuit stopped selling QuickBooks Desktop Pro Plus, Premier Plus and Mac Plus to new US subscribers after September 30, 2024. Enterprise was not affected.
  • QuickBooks Desktop 2023 lost Intuit's connected services on May 31, 2026, including online banking, payroll and payment processing, along with security updates.
  • Since July 28, 2025, apps connect to QuickBooks Online under the Intuit App Partner Program. Intuit classifies API calls in two groups. Writing data in, such as creating invoices or customers, is unmetered. Reading data out, including queries, reports and the change feed, is metered, and charges can apply once an app passes its tier's allowance.

The metering changes how an integration should be built. One that polls QuickBooks every few minutes to look for changes now has a running cost that grows with every company it connects to. We design for it: we write more than we read, subscribe to Intuit's change notifications instead of polling, and read in batches when we have to catch up.

If you are still on Desktop, our guide to what happens to your integrations when QuickBooks Desktop is retired covers the options.

How we build a QuickBooks integration

  • Changes arrive as QuickBooks sends them, and a scheduled catch-up read fills any gap left by an outage on either side.
  • Customers and items are matched before anything is written, so the books don't fill up with near-duplicates.
  • Each write is applied once, even when a request times out and has to be retried, so an invoice is never posted twice.
  • Nothing is written into a closed accounting period. Those changes wait in a review queue for your accountant.
  • A daily reconciliation compares totals between QuickBooks and the source system, and tells a named person when they disagree.
  • The app registration sits in your own Intuit developer account, so you own the keys as well as the code.

The same pattern is described in more detail on our custom API integrations page.

Why invoices go out late

When invoices depend on someone copying finished work from one system into QuickBooks, they tend to go out days after the work is done, and you wait for that money every month. We wrote up the arithmetic in The eleven days between finishing the work and sending the bill.

What it costs

A one-way sync of customers and invoices from a modern system is a small project. Several systems, multiple QuickBooks companies, inventory, or a period-close process with rules is a larger one. We fix the price once the integration inventory exists: every system, record and rule involved, written down. For market figures, see what custom software development costs. Using Xero instead? See our Xero integrations page.

// FIXED-FEE EVALUATION

The Automation Audit

One workflow you name, mapped end to end, with the arithmetic done before anyone writes code.

Scope
One workflow you choose, traced end to end, including the steps nobody documented.
Duration
Two weeks, fixed.
Fee
Fixed, and quoted in full before we start. No hourly drift.
You get
A written map: what can be automated, what it would save in hours, what building it would cost, and what we would leave alone.
You keep it
The map is yours whether or not you hire us to build anything.
The TechLand Commitment

And if the audit shows the automation will not pay for itself inside twelve months, we will tell you, and we will not quote the build.

Start with the audit

Questions we get asked about QuickBooks integrations

Do you work with QuickBooks Desktop?

Yes. Desktop integrations run through Intuit's Desktop SDK and the Web Connector, and we can keep one running while you plan a move. For new work we build on QuickBooks Online, because Intuit has stopped selling most Desktop editions to new customers.

Can one integration serve several QuickBooks companies?

Yes. Each QuickBooks company is a separate connection with its own authorization, and the integration keeps their data apart. Consolidated reporting across them is a common second step.

What happens if QuickBooks is down or rejects a record?

The record waits in a queue and is retried. If it still fails, it moves to a review list with the reason attached, and nothing is lost or silently skipped.

Will our accountant still be in control?

Yes. Your accountant decides the mapping of accounts, items and tax codes before we build, and anything that touches a closed period waits for their approval.

Sources

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