Note: Both U.S. and non-U.S.-based QuickBooks accounts can use the QuickBooks Online integration.
Note: This integration is in Early access stage.
Availability: Essentials, Business, and Enterprise
PandaDoc’s integration with QuickBooks Online allows you to automatically create estimates and invoices, add QuickBooks products to PandaDoc pricing tables, and easily manage customer information.
Use it to not only create invoices and estimates, but also collect payments directly through PandaDoc using QuickBooks Payments — learn more about it here.
Watch a video overview:
Features
Create estimates from a document
Create invoices from a document
Create new Quickbooks products as custom pricing table line items
Add products from Quickbooks catalog to a PandaDoc pricing table
Create a new customer or link to an existing customer based on document information
Data mapping
Connect integration
Note: Only an account owner and users with an Admin or a Manager role can connect the integration.
Within your template or document, select Extensions in the right panel, then select QuickBooks Online
Select Add to document
Select Connect, then log in and connect your QuickBooks Online account
Alternatively, you can connect the integration in Settings > Integrations
Select Accounting in the right panel
Select QuickBooks Online
Select Connect, then sign in and connect your Quickbooks Online account
Customize integration settings
Important: Settings will be applied to all templates and documents within this workspace.
Once you connect QuickBooks Online, whether through the Integration page or directly from your template or document, a modal window will automatically appear. This window will prompt you to set up integration rules.
From here, you can:
Select income account. Specify an income account associated with products created in QuickBooks Online.
Select products or/and contacts to update in QuickBooks Online whenever you create a document.
Note: You’ll be able to update the names and prices of products pulled from QuickBooks Online.
Select whether you'd like to create invoices or estimates in QuickBooks Online. If you select estimates, you have an option to automatically convert estimates to invoices in QuickBooks Online.
Review the default currency and multicurrency settings in your QuickBooks Online account. Ensure you have the same default currency in your PandaDoc workspace.
Enable QuickBooks Online extension
Tip: We suggest adding the QuickBooks Online extension to all your templates. Once you do, any document created from your templates will inherit the extension.
Open a template and select Extensions in the right panel, then select QuickBooks Online
Select Add to document
Select the role of the invoice or estimate’s recipient
Set up data mapping
Data merge streamlines your workflows by mapping and transferring required information from PandaDoc directly into Quickbooks. Whether it’s customer details, billing specifics, or custom variables, this feature ensures that all relevant data is accurately transferred, reducing manual work.
Customer record matching
You can search for and match records using any variable or field in the document, helping to avoid the creation of duplicate customer records when a new invoice or estimate is generated.
To start, open your template, document, or form and select Set up mapping rules in the QuickBooks Online app.
Select the criteria for mapping payer data to verify if a customer already exists in QuickBooks. To do this, link a PandaDoc variable or text field ID on the left to a corresponding QuickBooks field on the right. PandaDoc will then automatically check if the linked variable/text field matches the QuickBooks field value whenever the payment is initiated.
Note: If no existing customer record is found based on the selected criteria, or if no criteria are chosen, a new customer record will be created in QuickBooks.
How to map data Customer object
Next, map PandaDoc text fields, or variables on the right to the QuickBooks fields on the left for the Customer object in QuickBooks.
Important: Make sure to select ‘Make no changes to data if customer record exists’’ to prevent matched QuickBooks customer records containing populated fields from being updated with PandaDoc data.
Default values for the fields will be automatically pre-selected. To change the selected PandaDoc variables, simply click the 'x' button to remove the preselected ones, then choose the desired variable or text ID from the dropdown on the right to map to the corresponding QuickBooks field.
Note: You can map as many PandaDoc fields as you need to the Display Name and Fully Qualified Name fields in QuickBooks.
When sending a document with the configured mapping rules, the customer fields in QuickBooks will automatically update with data from the PandaDoc document when the document status changes to 'Sent' or 'Completed,' depending on your workflow:
For invoices, the update occurs once the document's status changes to 'Completed.'
For estimates, the data is transferred during estimate creation when the PandaDoc document is sent.
How to map data to Estimate or Invoice object
In the mapping rules set up, scroll down to the Estimate/Invoice object to map the desired PandaDoc text fields, or variables on the right to the QuickBooks fields on the left.
To add more QuickBooks fields to map data to, select +Add QuickBooks fields, select up to three custom fields where you need to map PandaDoc data, then map the needed PandaDoc text field or variable, and select Apply.
Important: Only the first three active string-type custom fields enabled for the sales forms in QuickBooks are supported for data merge rules.
Once you’ve matched needed variables, or text field IDs with the QuickBooks fields select Save to apply the rules.
The Estimate/Invoice custom fields in QuickBooks will be updated with data from the PandaDoc document, as soon as the document status changes to Completed.
Add products to your documents
Warning: Discounts and taxes will not transfer from PandaDoc to QuickBooks Online.
Once you’ve created a document from your template, you can easily add products from either QuickBooks or your PandaDoc catalog.
Select a pricing table or quote builder block in your template or document, or add a new one.
Note: You’ll be unable to add QuickBooks Online products to a quote builder block.To add QuickBooks products to your pricing table, select Products > QuickBooks Online, then search and select products from your QuickBooks Online account. You can add your QuickBooks Online products to the pricing table by selecting the small arrow, then selecting Insert from QuickBooks below.
Note: You’ll be unable to transfer product images from QuickBooks Online.Alternatively, if you’re using a quote builder, select the products from your PandaDoc catalog, then learn how to pull products from your CRM.
In the extension on the right, review the recipient and other settings, then send your document.
Create new QuickBooks products from a PandaDoc pricing table
When you set up PandaDoc’s QuickBooks Online integration to update products, you can either add items from your PandaDoc catalog or create new products in your pricing table. Once you send your document, these products will be automatically transferred to your estimates or invoices in QuickBooks, ensuring they are synced with your QuickBooks catalog. Simply follow these steps:
Go to Settings > Integrations and select QuickBooks Online.
In the integration tile, select the Settings tab and make sure the Products option is selected.
In your PandaDoc template or document, select a pricing table and create new products, or add products from your catalog. You can also combine these new products or catalog items with products from QuickBooks Online.
Once you send your document, the line items you’ve added to your pricing table and/or from your PandaDoc catalog will appear in your QuickBooks catalog.
Create estimates
When you configure the QuickBooks Online integration to create estimates, an estimate will be created in QuickBooks Online after its associated PandaDoc document has been sent.
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.
Once the document is completed, these items will be automatically accepted in QuickBooks Online. If you select the option to convert an estimate to an invoice, the invoice will be automatically created and sent to the customer.
Note: When you edit a document, any estimate created from this document will be voided. Once you resend this document, a new estimate will be created.
Create invoices
When you configure the QuickBooks Online integration to create invoices, an invoice will be created in QuickBooks Online once your document reaches completed status.