QuickBooks Online Connector

Overview

The QuickBooks Online connector lets you sync Excel data into QuickBooks Online through the Other Destinations workflow.

Connector capacity and add-on packs
QuickBooks uses one connector slot and consumes connector data-transfer balance when you sync records. Add-on packs can extend either limit without changing your main subscription, which is useful for busier sync cycles or Free-plan accounts that need targeted connector capacity.

The current shipped connector surface supports:

  • Customers
  • Products & Services
  • Invoices

This guide focuses on the current add-in setup flow: authorize ExForms through Intuit, save the connection, then map Excel tables to the supported QuickBooks endpoints.

Prerequisites

Before connecting QuickBooks Online, make sure you have:

  1. An active QuickBooks Online company.
  2. Permission to authorize apps for that QuickBooks company.
  3. ExForms connector access for the account where you are saving the destination.

Important current behavior:

  • ExForms uses its approved production Intuit app credentials on the server.
  • You do not create an Intuit developer app and you do not enter a Client ID or Client Secret.
  • The connector captures the QuickBooks Company ID (realmId) automatically during OAuth.
  • realmId is a hidden connection setting in the add-in. You do not type it manually.
  • The public QuickBooks connector targets live QuickBooks Online companies.

Authorize ExForms in Intuit

The ExForms connector requests the QuickBooks scopes it needs during the OAuth flow. You do not need to type the scope manually in the add-in.

When the Intuit authorization dialog opens, sign in to Intuit, choose the QuickBooks company you want to connect, and approve access for ExForms.

Set Up the Connection in ExForms

1. Select the Connector

In the ExForms add-in:

  1. Open Other Destinations.
  2. Choose the Accounting category.
  3. Select QuickBooks Online.

2. Fill the Configuration Form

The current connection form uses:

Field What to enter
Connection Name A friendly name such as QuickBooks Production or your QuickBooks company name

The connector also stores hidden production environment and Company ID / Realm ID values after authorization completes.

3. Authorize Through the Test Flow

The current add-in uses the Test Connection action to start OAuth when QuickBooks still needs authorization.

  1. Click Test Connection.
  2. If no valid QuickBooks tokens are stored yet, ExForms opens the Intuit authorization dialog.
  3. Sign in to Intuit and authorize the app.
  4. On success, ExForms stores the temporary OAuth result, captures realmId, and marks the connection as ready to save.

What you should see after success:

  • a success message such as Authorization successful! Click Save to finish.
  • the Save button becomes available for the new connection

4. Save the Connection

  1. Click Save.
  2. The connection appears in My Connections.
  3. You can now create mappings or use Auto-Map Endpoints.

Auto-Map or Manual Mapping

Auto-Map Endpoints

Auto-Map is the fastest setup path for QuickBooks too.

After saving the connection:

  1. Open Table Mappings.
  2. Click Auto-Map Endpoints.
  3. Choose one or more QuickBooks endpoints.
  4. Let ExForms create the Excel sheets, Excel tables, and first-pass mappings.

Typical QuickBooks choices:

  • Customers
  • Products & Services
  • Invoices

Manual Mapping

If you already have a workbook structure you want to keep:

  1. Open Table Mappings.
  2. Click Add New Mapping.
  3. Select your Excel table.
  4. Select the QuickBooks endpoint.
  5. Review the field mapping and match-key selection.
  6. Save the mapping.

Endpoint Notes

Customers

Use this endpoint for customer master data.

Common fields in the current connector:

  • DisplayName
  • CompanyName
  • GivenName
  • FamilyName
  • PrimaryEmailAddr
  • PrimaryPhone
  • Notes
  • Active

Recommended sync pattern:

  • use Upsert for ongoing syncs
  • match by DisplayName or another stable customer key you control

Products & Services

Use this endpoint for QuickBooks items.

Common fields in the current connector:

  • Name
  • Type
  • Description
  • UnitPrice
  • PurchaseCost
  • QtyOnHand
  • Sku
  • Active

Recommended sync pattern:

  • use Upsert when your workbook has a stable item name or SKU
  • make sure Type values match the QuickBooks item type you intend to create

Invoices

Use this endpoint for invoice headers and the current flat line-item fields.

Common fields in the current connector:

  • DocNumber
  • CustomerRef
  • TxnDate
  • DueDate
  • PrivateNote
  • CustomerMemo
  • Line_Description
  • Line_Amount
  • Line_Qty
  • Line_ItemRef

Current sync note:

  • invoices do not support connector-level upsert in the current manifest
  • start with Insert unless you already have a precise update strategy and stable invoice identifiers

Example Excel Tables

Customers

| DisplayName   | CompanyName | PrimaryEmailAddr | PrimaryPhone |
|---------------|-------------|------------------|--------------|
| Acme North    | Acme Inc.   | [email protected]     | 555-0100     |
| Harbor Retail | Harbor LLC  | [email protected]  | 555-0110     |

Products & Services

| Name            | Type          | Description        | UnitPrice | Sku     |
|-----------------|---------------|--------------------|-----------|---------|
| Setup Fee       | Service       | One-time setup     | 250.00    | SETUP   |
| Monthly Support | NonInventory  | Monthly support    | 99.00     | SUPPORT |

Invoices

| DocNumber | CustomerRef | TxnDate    | Line_ItemRef    | Line_Qty | Line_Amount |
|-----------|-------------|------------|-----------------|----------|-------------|
| INV-1001  | Acme North  | 2026-04-27 | Monthly Support | 1        | 99.00       |

Troubleshooting

"Please authorize QuickBooks connection"

This is the normal first-time OAuth path.

Fix:

  1. Click Test Connection.
  2. Complete the Intuit authorization dialog.
  3. Save the connection after authorization succeeds.

"Company ID missing. Please re-authorize QuickBooks connection"

The connector did not retain a valid realmId.

Fix:

  1. Open the connection settings.
  2. Click Test Connection again.
  3. Re-authorize through Intuit so ExForms can capture the company ID again.

Redirect URI mismatch

If Intuit rejects the sign-in flow with a redirect URI error, contact ExForms support. The production redirect URI is managed by ExForms, not by your QuickBooks account.

Authorization succeeds but sync fails

If authorization succeeds but data calls fail, verify that:

  • the QuickBooks company you authorized is the live company you intend to update
  • your QuickBooks user has permission to create or update the selected record type
  • your mapped Excel values satisfy the required fields for that QuickBooks endpoint

Record already exists

If you use Insert mode and the record is already present in QuickBooks, the sync can fail.

Fix:

  • switch to Upsert for Customers or Products & Services when you have a stable match key
  • keep Insert for brand-new invoice creation unless you have a defined update workflow