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QuickBooks Online
Updated over 3 months ago

Availability: Business and Enterprise

PandaDoc integration with QuickBooks Online allows you to link your QuickBooks products with custom PandaDoc templates and automatically create invoices and estimates.

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  • Features

  • How to enable integration

  • How to setup an extension

  • How to pull products

  • How to create documents

Features

  • Transfer financial data seamlessly between PandaDoc and QuickBooks

  • Create and send invoices and estimates directly from PandaDoc, pulling in data from QuickBooks Accounting

  • Synchronize customer information between PandaDoc and QuickBooks

Enable the integration

Note: Only the Account owner and users with an Admin or a Manager role can connect Payment gateways.

  1. Go to Settings > Integrations

  2. Select Accounting on the right

  3. Select ‘QuickBooks Online‘

  4. Select Connect, then sign in and connect your Quickbooks Online account.

Customize integration settings

Important: The settings will be applied to all templates and documents in this workspace.

Once you’ve connected QuickBooks Online you’ll be prompted to the ‘Settings’ tab in the integration modal window. From here:

  1. Select Income account. Specify an income account associated with products created in QuickBooks Online.

  2. Select/unselect Products and Contacts to update them in QuickBooks Online when you create documents

  3. Select whether you'd like to create Invoices or Estimates in QuickBooks Online. If you select Estimates you have an option to choose to convert created estimates to invoices in QuickBooks Online automatically

  4. Review the default currency and multicurrency settings in your QuickBooks Online account. Ensure that you have the same default currency in your PandaDoc workspace

Enable QuickBooks Online extension

Tip: We suggest adding the QuickBooks Online extension on the template level so that all documents created from it will inherit the extension.

  1. Open a template or a document

  2. Select Extensions on the right panel and select ‘QuickBooks Online’

  3. Select +Add to document

  4. Then, select a pricing table or a quote builder block in your template/document or add a new one

Note: You’ll be unable to pull QuickBooks Online products to a quote builder block!

  1. To pull QuickBooks products, in your pricing table, select +Products > QuickBooks Online then search for and choose the products from your QuickBooks Online account. You can add your QuickBooks Online products to the pricing table by selecting the small arrow in a row and selecting Insert from QuickBooks below.


    Note: You’ll be unable to pull product images from QuickBooks Online

  2. Alternatively, if you’re using a quote builder, select the products from your PandaDoc catalog. Open a specific article about a CRM you use to learn how to pull products from there.

  3. In the extension on the right, select a role/recipient for the invoice or estimate

Warning: If a document in sent status includes recipient options (such as optional items and editable quantities) the estimate will be updated upon document completion.

Note: When you edit a document, the estimate from it will be invoice voided. As soon as you resent this document a new estimate/invoice will be created.

Creating estimates

An estimate will be created in QuickBooks Online after its associated PandaDoc document has been sent. Once the document is completed, these items will be automatically accepted in QuickBooks Online.

Creating invoices

The invoice will be created in QuickBooks Online after the document reaches completed status.

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