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QuickBooks Online

Link your QuickBooks products with custom PandaDoc templates and automatically create invoices and estimates.

Note: Both U.S. and non-U.S.-based QuickBooks accounts can use the QuickBooks Online integration.

Availability: 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.

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.​​

Connect the integration in Settings > Integrations

  1. Select Accounting in the right panel

  2. Select QuickBooks Online

  3. 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, you can set up integration rules. To open integration settings from a template select Configure quickBooks Online settings in the Quickbooks steps.

To open the settings from a document, select the vertical ellipses button at the top right > Document properties > Manage QuickBooks Online > Configure quickBooks Online settings.

From there, selct the Settings tab and:

  1. Select income account. Specify an income account associated with products created in QuickBooks Online.
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  2. Select products to update in QuickBooks Online whenever you create a document.
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    Note: You’ll be able to update the names and prices of products pulled from QuickBooks Online.
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  3. 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.
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  4. Review the default currency and multicurrency settings in your QuickBooks Online account. Ensure you have the same default currency in your PandaDoc workspace.
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How to enable QuickBooks Online in your template

  1. Within your template, select Add step > Generate data in Quickbooks Online
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  2. Select the added step

  3. Review the roles of the invoice or estimate’s recipient. You can pre-assign a recipient to a role in advance from here:

How to enable QuickBooks Online in your document

Tip: We suggest adding the QuickBooks Online step to all your templates. Once you do, any document created from your templates will inherit the automation.

To add the QuickBooks Online step to a document, select the three vertical dots (⋮) at the top right of the document > Document properties > under Generate data in QuickBooks Online, select Manage QuickBooks Online.

Set up data mapping

Data mapping rules streamline 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 > select the QuickBooks Online step and select Set up mapping rules.

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 to the 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 ‘Don't overwrite existing QuickBooks customer records if a match is found’ 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 choose the desired variable or text ID from the dropdown to map to the corresponding QuickBooks field.

You can use role, system, CRM, and custom variable values to update QuickBooks fields.

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 mapping rules.

Once you’ve matched needed variables, or text field IDs with the QuickBooks fields select Done 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.

  1. Select a pricing table 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.

  2. 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.

  3. Alternatively, if you’re using a quote builder, select the products from your PandaDoc catalog, then learn how to pull products from your CRM.

  4. 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:

  1. Go to Settings > Integrations and select QuickBooks Online.

  2. In the integration tile, select the Settings tab and make sure the Products option is selected.

  3. 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.

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