Zapier QuickBooks: Learn Different Ways to Automate on Zapier

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.

Connect Your QuickBooks Account

When you start setting up QuickBooks on Zapier, you’ll be asked to connect your QuickBooks account.

Just click on the button, and a window will pop up asking for your QuickBooks Online email or user ID, along with your password.

Fill those in and click “Login to QuickBooks”.

Authorize Zapier

After you have entered your login details, just click “Authorize” to permit Zapier to access your data.

Account Added

Once you’ve authorized Zapier, the pop-up window will disappear, and you’ll see your QuickBooks Online account added to your Zapier account.

It’s now ready for you to choose when creating your Zaps.

Lastly, it’s a good idea to test your account in Zapier to make sure everything’s working smoothly. You can do this by running a test Zap or just approving it within Zapier.

Now you’re all set to start using QuickBooks with Zapier for automating your tasks.

Zapier QuickBooks Pros & Cons

Pros

• 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.

Cons

• 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.

Top 4 Ways to Automate QuickBooks Online

Get notifications for new payments and invoices

QuickBooks is all you need to manage your money flow throughout the calendar to track taxes and bookkeeping. It is necessary to be notified of the invoices received from the clients.

This feature makes sure you’re always aware of your financial transactions without constantly logging into QuickBooks. Instead of manually checking for new payments or invoices, Zapier can automatically send notifications to your given communication channels, such as Slack or Gmail.

For example, you can set up a Zap to send a message in your Slack channel whenever a payment is received or a new invoice is generated in QuickBooks. This way, you and your team stay informed in real time, and it will reduce the need for regular checks and potential distractions.

Connect your accounting and eCommerce apps:

Handling eCommerce online is a hassle when your bookkeeping is adding up regularly. Managing an eCommerce business involves handling hundreds of customers in receipts by spending all your time typing is so tricky.  

Zapier allows you to bridge the gap between QuickBooks and your eCommerce platform (such as Stripe or WooCommerce) by automating tasks like creating sales receipts.

For example, you can set a Zap to automatically generate a sales receipt in QuickBooks whenever a new payment is received through Stripe. This integration will let you know that your financial records are accurate and up-to-date across both platforms. This will help you save time from manual data entry and minimize your errors.

Back up transactions in a spreadsheet

It is necessary to check your transactions are running through QuickBooks online! Don’t limit yourself to the outputs, use QuickBooks Online exporting features. Keeping a backup of your financial data is crucial for business continuity and analysis.

Zapier enables you to export transactions from QuickBooks to spreadsheet applications like Google Sheets or Airtable. This integration not only provides you with a backup of your data but also offers additional functionalities for collaboration and organization.

For example, you can create Zaps to add new QuickBooks invoices or payments to specific rows in a Google Sheets spreadsheet. With this setup, you can easily track and manage your financial data, share it with collaborators, and perform custom analyses.

Use Webhooks with QuickBooks Online

Sometimes, you may need integrations that aren’t directly supported by Zapier. In such cases, Zapier’s Webhooks feature comes in handy. Webhooks allow you to create custom connections between QuickBooks and other apps or services, even if they don’t have built-in Zapier integrations.

Simply, you can set up a Zap to trigger actions in QuickBooks based on events from external sources or vice versa. This flexibility helps you create your automation workflows to match your specific business requirements.