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Zapier QuickBooks: Simplify Your Business Workflow

Key Takeaways

  • Combine Zapier and QuickBooks to automate your business tasks seamlessly.
  • Set up your initial automation step-by-step, linking trigger events to actions for smooth operation.
  • Automate invoicing and expense tracking with Zapier and QuickBooks to save time and minimize errors.
  • Integrate Zapier with QuickBooks to generate customized reports and gain valuable insights for decision-making.
  • Simplify sales processes and order handling in e-commerce by automating tasks with Zapier and QuickBooks.

In today’s hustle and bustle business world, efficiency is the name of the game. If you’re looking to streamline your operations, QuickBooks and Zapier are two effective solutions. This post will explore the Zapier QuickBooks connection and see how it changes your company.

Let’s Get Started with Zapier and QuickBooks

Let’s start at the beginning. What exactly are Zapier and QuickBooks? 

Zapier can help you automate things. It’s like having a virtual assistant for your business, which connects different apps and automates tasks. On the other hand, QuickBooks is the best accounting software for businesses because it helps you keep track of your finances well.

By connecting Zapier to QuickBooks, you can easily connect different parts of your business, automate tasks, and save time.

Zapier QuickBooks Pros & Cons


  • Adaptable to business growth and changes.
  • Easy integration without advanced technical skills.
  • Offers tailored automation to meet specific needs.
  • Minimizes mistakes in data entry and financial records.
  • Reduces manual tasks and boosts productivity.
  • Saves time and streamlines workflows.


  • Some advanced QuickBooks features may not fully integrate.
  • Paid plans may add to overall expenses.
  • Requires time to master setup and optimization.
  • Reliance on the platform could disrupt workflow if issues occur.
  • Initial setup may be time-consuming.
  • Potential concerns about privacy and security.
Why integrate quickbooks with zapier

Zapier QuickBooks: Creating Your First Zap

Now that you understand the basics, it’s time to roll up your sleeves and get your hands dirty.

Creating your first Zap is like putting together a puzzle. You choose a trigger that sets the automation in motion, an action that occurs when the trigger is activated. Setting up a domino run: one thing goes to the next.

Are you ready to do your first Zap? We will show you how to do it one step at a time.

Integration Process: Combine Strength

Now, let’s create your very first automation (Zap). It’s like your first day at the controls of a spaceship, and we’re here to make sure that you reach your destination safely.

Login and Access Zapier

  • Sign in to your Zapier account. If you’re a newbie, it’s a breeze to sign up.

Create a New Zap

  • Click “Make a Zap” in the upper-left corner. It is where the magic begins.

Choose a Trigger App

  • Search for your “Trigger App.” It is where the action starts. For instance, if you want to create an invoice in Quickbooks every time a new sale happens in your e-commerce platform, select your e-commerce app as the Trigger App, such as Shopify, WooCommerce, or Salesforce.

Select a Trigger Event

  • Choose an event that will trigger the automation depending on your Trigger App. In our example, it could be a “New Sale.”

Connect Your Account

Test the Trigger

  • Zapier allows you to test the Trigger to ensure it’s working correctly. It is your pre-flight check.

Choose an Action App

  • Now, search for Quickbooks as your Action App. It is where you want your Trigger to have an impact.

Select an Action Event

  • Choose what you want to happen in Quickbooks when the Trigger is activated. In our example, it could be “Create Invoice.”

Connect Your Quickbooks Account

  • Follow the prompts to connect your Quickbooks account to Zapier. This step is like connecting the power source to your spaceship.

Customize and Test the Action

  • Customize the details of the action as per your needs. Once satisfied, test the action to ensure it works correctly.

Turn On Your Zap

  • Finally, hit the “Turn On” button. Your Zap is now live and ready to work its magic.

Integrating Zapier and QuickBooks is a game-changer for businesses that want to be more productive and do fewer tasks by hand. The process of merging is easy, and after some practice, you’ll be a pro at automating things.

Zapier quickbooks workflow

Zapier QuickBooks: Streamlining Financial Processes

Managing finances can be hard, especially when you have to do the same things repeatedly, like creating invoices or tracking expenses. It is where automation truly shines.

With Zapier and QuickBooks, you can automatically create invoices based on specific triggers, such as a new sale in your e-commerce platform. No more manual data entry or invoicing errors. It’s like having a financial wizard who works 24/7.

It also becomes easy to keep track of expenses. QuickBooks can instantly record receipts when you snap a picture of them. Think of it as a way to keep track of your spending that you’ll always remember.

Zapier QuickBooks: Enhancing Reporting and Analytics

Real-time data is beneficial for making choices. When you connect Zapier to QuickBooks, you can share your financial data with other tools for reports.

Imagine seamlessly updating your sales, expenses, and revenue data in your analytics dashboard. It’s like having an eye that lets you see into your business’s bank account.

Moreover, you can customize reports to your heart’s content. Tailor them to your specific needs to get insights that truly matter to your business.

Zapier QuickBooks: Integrating Sales and CRM

Sales and customer relationship management (CRM) are at the core of many businesses. Automating these processes can be a game-changer.

Zapier can help you automate lead and contact management. When a new lead is generated through your website, it can automatically be added to your CRM system, and you can be sure that no possible customer gets missed. Additionally, you can create a seamless sales pipeline with automation. 

Zapier QuickBooks: E-commerce Integration

If your business involves e-commerce, Zapier and QuickBooks can simplify your operations.

It is possible to automate order handling, which reduces the time it takes to fill orders. Better inventory management keeps you from selling too many items or running out of stock. It’s like having a stockroom boss who is very good at what they do.

Zapier QuickBooks: Human Resources and Payroll

The HR and salary processes involve a lot of data and must be done carefully. Automation is your best friend here.

Employee onboarding can be streamlined with automated workflows. You can ensure new hires receive all the necessary documents and training without missing a beat.

It has become more accessible and more accurate to handle payroll. You can set up alerts to ensure your salary is calculated and paid on time every time. It’s like having a salary worker you can count on who never takes the day off.

Zapier QuickBooks: Customer Relationship Management

Your customer database is your most valuable asset. Keeping it up-to-date and using it effectively can drive your business forward.

Using automation to keep customer information up to date is helpful. If a customer changes their information, it will be updated automatically in your CRM. It’s like having a hardworking librarian who keeps your files in order.

You can also make sure your customer service is top-notch with Automation. For example, it sends thank-you emails or follow-up notes automatically. It’s like having a customer service representative available 24 hours a day, seven days a week.


In the world of business, time is money. Zapier QuickBooks integration is the path to saving time and making money. With automation, your business can run more smoothly, efficiently, and profitably. So, take the plunge and simplify your workflow with the powerful duo of Zapier and QuickBooks.


Yes, Zapier is designed to be user-friendly, making Quickbooks integration accessible to users of all technical backgrounds.

Automation with Zapier and Quickbooks ensures accurate and timely execution of financial tasks, saving time and reducing the risk of errors.

While powerful, Zapier’s functionality has limitations for advanced or specific Quickbooks features, but it’s suitable for most common automation needs.

Costs depend on your automation needs. Zapier offers various pricing plans, and Quickbooks has its fees, so consider both when budgeting.

Explore Zapier’s documentation, video tutorials, and community forums. Quickbooks provides support and resources. Online communities and forums offer insights and best practices from users.

Syed Fahad Hussain

Hello, I'm Syed Fahad Hussain, a Verbal Enchanter at EasyAiz. I'm known for bringing stories to life through writing.