Quickbooks Online

Quickbooks Online offers an easy way to manage your business finances and accounting. You can manage and pay bills, accept business payments, perform payroll functions, and more. The Quickbooks Online/Grow integration helps you track financial data and get improved insights into your business.

Connecting to Quickbooks Online

Follow the steps below to connect your Quickbooks Online account to Grow.

  1. Click on the Data tab at the top left of the global navigation.
    This opens your Data Connections.
  2. Click on the blue Connect button.
  3. Search and select Quickbooks Online.
  4. Click on Connect to Quickbooks Online.
  5. Enter your Quickbooks Online credentials in the login window.
    A green confirmation message is displayed indicating that the connection has been made.
    If you didn't see a window to enter your credentials but you still got a green success message, then that means you were already logged in with your Quickbooks account, and Grow used that account to connect.

And that’s it. You are good to go!

Data Warehousing

Quickbooks Online is on the Grow Data Warehouse, which we highly recommend you use. For more information about warehousing your data, visit the Data Warehouse Help Article.

Warehousing Your Data

  1. In the Connections Overview page, click on your Quickbooks Online connection.
    This opens the Connection Details page.
  2. Select the Manage Connection button inside the Connection Details section to open the warehouse table selection flow.
  3. Select the data table you want stored in the Data Warehouse and click the Sync & Store button at the bottom of the Manage Connection page.
    This begins the initial population of your warehouse with the tables you defined. Populating your data warehouse for the first time may take a while, sometimes up to several hours.

You may continue working within the app while your data is In Queue or Processing.

If your data source is not already connected, refer to the Connecting to a Data Source for more details.

Tables

The list of tables available will depend on your unique Quickbooks Online project. You can expect to see one table per dataset associated with the project ID in your connection.

Suggested Tables

The following suggested tables are available in Grow. These are toggled on by default when you sync your data for the first time.

  • Item Sales - Accrual
  • Customer Sales - Accrual
  • Profit and Loss - Accrual
  • Aged Payables
  • Aged Receivables
  • Balance Sheet - Accrual
  • Cash Flow
  • Vendor Balance - Accrual
  • Vendor Expenses - Accrual
  • Invoices
  • Time Activities
  • Employees
  • Estimates
  • Aged Payable Detail - Accrual
  • Aged Receivable Detail - Accrual

Other Tables

These additional tables are available in Grow.

  • Aged Payable Detail - Cash
  • Aged Receivable Detail - Cash
  • Vendor Expenses - Cash
  • Vendor Balance - Cash
  • Balance Sheet - Cash
  • Profit and Loss - Cash
  • Customer Sales - Cash
  • Item Sales - Cash

Custom Tables

Grow offers you the flexibility to configure custom tables based on the dimensions, metrics, and date groupings that you see fit. This helps you to bring only relevant data into Grow, increasing the performance of the metrics.

Note that Quickbooks Online might limit the number of dimensions and metrics that can be selected within a single report.

The following is an example for setting up a Custom table for Quickbooks Online.

  1. In the Connections Overview page, navigate to Quickbooks Online> Manage Connection.
  2. Scroll to the end of the Warehouse Tables list and select Add custom table.
  3. In the new window, enter a name for the custom table.
  4. Select the Report you want the data from.
  5. Enter the details in the fields that appear after selecting a report type.
  6. Click Save to finish creating your Custom Table.

Sync Interval

Full Sync

The default sync interval is 1 week.

Full sync intervals is 12 hours for Custom Tables and Other Tables.

Incremental Sync

Incremental Sync is available for all Quickbooks Online warehouse tables. The default incremental sync interval is 1 hour.

Incremental sync is not supported for Custom Tables and Other Tables.

To learn more about sync intervals and how to adjust the default settings, please visit the Sync section of the Data Warehouse help article.

Direct Query

A direct query connection can be used to pull data into Grow. With abnormal usage, Direct Query can run into API limitations depending on the data source. For this reason, we recommend that you use Grow's Data Warehouse for a more performant, reliable experience.

Endpoints

Below are a list of the reports the Quickbooks Online/Grow integration offers, along with a short description of each. Most of these reports will include the specific custom fields for your clients.

  • Balance Sheet: Lists assets, liabilities, and equity (what you have invested in your company).
  • Profit And Loss: Also called an income statement. Compares money you earned against the money you spent, income and expenses respectively.
  • Profit And Loss Detail: Shows transaction details for both income and expenses.
  • Trial Balance: Summarizes debit and credit balances of each account on your chart of accounts during a specific time frame.
  • Cash Flow: Shows cash flow for operating activities, investments, and stock and dividends.
  • Inventory Valuation Summary: Shows SKU, quantity, and asset value and cost for your inventory items.
  • Customer Sales: Shows sales for each customer.
  • Item Sales: Summarizes sales for your items.
  • Customer Income: Shows your net income for each customer.
  • Customer Balance: Shows the total open balances of each customer.
  • Customer Balance Detail: Shows details (date, number, date due, open balance) unpaid invoices for each customer.
  • Aged Receivables: Shows unpaid invoices for the current period and up to 90 days back.
  • Aged Receivable Detail: Lists all unpaid invoices, grouped by number of days overdue, along with details (due dates, customer names, amounts, totals).
  • Vendor Balance: Shows you the amount you owe each vendor.
  • Vendor Balance Detail: Lists the details that constitute how much you owe each vendor
  • Aged Payables: Shows unpaid bills for the current period and back (the start date is the last day of the month)
  • Aged Payable Detail: Lists all of the unpaid bills, grouped by aging period (when it was due).
  • Vendor Expenses: Shows total expenses for each vendor.
  • General Ledger: Shows transactions over a period of time for each of your accounts.
  • Budget Report: It allows you to retrieve the current state of budgets already set up in your company file.

Building a Metric

To help get you started in using Quickbooks Online, here's a quick tutorial for building an "Accounts Receivable" metric:

FAQs + Tips and Tricks

Using the Budget Report

The query must be written as JSON. It's basically adding filter statements to the budget report. All properties are joined with ANDs, so you can't write any kind of OR statement. Strings (such as name) must be enclosed within single quotes.

In order to filter rows from the table in a query the user can enter the fields along with the corresponding values he wishes to filter by in the form of
{"column_name1" : value1, "column_name2" : value2 }

For example, when querying budgets by name and that are active, the user must write:
{"Active": true, "Name": 'Test Budget'}

What the above query example would do is filter the budget report to only show "Active" budgets with the name "Test Budget." It literally means Budget type = Active and Name = "Test Budget."

You can filter on the following properties: Id, Name, BudgetType and Active.

Connecting multiple instances of Quickbooks Online to Grow

Only administrators in Quickbooks Online can connect various company files to Grow. If you need to share the data, you can always share the data connection.

When you connect to Quickbooks Online, the admin will need to sign in. Once they have signed in, they can connect any one of your company files. If the admin connects one but not all, another person could use the admin login to connect other company files. However, multiple company files can be connected by one user.

For example, Grow has two company files: Grow-US and Grow-EMEA, for each of our offices. If I were the admin and was connecting for the first time, I would see both options.

At this point, I could choose to connect to the Grow, Inc. (US) file. After that file is connected, however, no one else will be able to connect that file, even if they are an admin.

Another admin could connect the Grow, Inc (EMEA) file, or I could go in and connect it at a later time. Once it has been connected, no one else will be able to connect it to Grow.

Sharing the data is easiest if an admin connects an organization's QBO instances to Grow, then shares the data connection for each company file with other company users within Grow.

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