If you want to connect QuickBooks to Google Sheets, this blog is for you. And we understand why you want to: one of the best ways to manage and analyze your QuickBooks data is to link it to Google Sheets.
Coefficient optimizes your workflows and simplifies reporting, allowing you to build an executive dashboard in Google Sheets easily. Sheets integration also enables you to share QuickBooks data without requiring login permissions or granting editing access to your source data.
Here’s a step-by-step guide on how to connect QuickBooks to Google Sheets, highlighting some of the most popular methods.
Video Walkthrough: How to Connect Quickbooks to Google Sheets
TL;DR: Coefficient is the fastest and safest way to connect QuickBooks to Google Sheets
Coefficient integrates QuickBooks to Google Sheets in a single click, with no coding required. In fact, Coefficient can connect Google Sheets to any business system, enabling you to blend and analyze your QuickBooks data with a variety of other data sources (Salesforce, HubSpot, MySQL, Looker, and so on).
Coefficient’s automatic data updates allow you to build live accounting reports and dashboards in Google Sheets with your QuickBooks data. And with Slack/email alerts, you can update stakeholders in real-time when key accounting reports and KPIs change. It’s the easiest way to connect to QuickBooks, pull in accounting data, develop real-time dashboards, and share them with your team.
QuickBooks Google Sheets Integration: Best Tools and Methods
While there are many ways and tools to connect QuickBooks to Google Sheets, we’ll focus on the best methods in this guide.
1. Coefficient
Coefficient’s no-code solution is the fastest and easiest option to connect, import, and sync your QuickBooks data on Google Sheets.
Step 1: Install Coefficient to Google Sheets by navigating to Extensions>Add-ons>Get Add-ons.
Type in Coefficient on the Google Workspace Marketplace’s search bar. Click the Coefficient app in the results.
Select your Google Account and click Allow to authorize access.
After installing, launch the Coefficient app by going back to the Google Sheet top menu and click Extensions>Coefficient Salesforce, HubSpot Data Connector>Launch.
You’ll see the Coefficient app as a sidebar within the Google Sheet interface.
Step 2: Click Import from… on the sidebar.
Select QuickBooks from the list of data sources.
Click Authorize to let Coefficient connect to your Intuit QuickBooks account.
Click Connect on the separate popup window.
Step 3: Once you’re connected successfully, choose the QuickBooks reports you want to pull data from. Let’s choose the Transaction List By Customer report for this example.
Choose any Filters you want to use, including the Report Period, Due Date, and Transaction Type.
Step 4: Choose the fields you want to include (or exclude) and name your import.
Click Import. Your data from QuickBooks will auto-populate Google Sheets within seconds.
Step 5: Automate data updates by setting an auto-refresh schedule. You can schedule hourly, daily, or weekly automatic data updates.
Automatic data updates sync live data into Google Sheets continuously, so you always have up-to-date reporting and analytics. You can also schedule Snapshots to make a copy of your data before updates.
Pros
- Coefficient doesn’t require coding or advanced technical skills to use — any team member can leverage it
- Coefficient offers a simple, intuitive, and easy-to-use interface with plug-and-play connectors
- The Coefficient app is quick and easy to install — get up-and-running in less than 60 seconds
- Coefficient’s automatic data updates enable you to access real-time data in your spreadsheet
- The app can automates your spreadsheet workflows, from importing accounting data to a invoice reconciliation
- The Coefficient app is end-to-end secure. Read more about Coefficient’s data security protocols
Cons
- Upgrade required for full feature set.
2. Zapier
Zapier offers a QuickBooks web connector for Google Sheets. Follow the steps below to configure and use the web connector.
Step 1: After logging into Zapier, connect your QuickBooks Online account to the Zapier platform.
Follow the prompts to allow Zapier to connect to your QuickBooks Online account.
Click Next to connect your Google Sheets account to Zapier and follow the prompts to authorize the connection.
Step 2: Create your Zaps (custom automated workflows). Set up your Trigger by choosing Google Sheets as your app.
Next, select your Trigger event (New Spreadsheet for this example) and click Continue.
Choose your connected Google Sheets account and the Google Drive where your spreadsheet is stored.
Click Continue.
You can test your trigger to confirm you connected the right account and whether you configured your trigger correctly.
Step 3: Configure your Action by selecting QuickBooks Online as your app.
Choose your action event, such as a new row, new payment, new bill, purchase order, and more.
We’ll use Create Invoice for this example.
Click Continue.
Select your connected QuickBooks Online account.
Step 4: Set up the action of the Zap by filling out the required fields, including the customer value, tracking number, billing address, and so on.
Click Continue when you’re done.
Stop exporting data manually. Sync data from your business systems into Google Sheets or Excel with Coefficient and set it on a refresh schedule.
Step 5: Test your action to see if it works.
You’ll see the data input summary for your action. You can either click Test & Review or click Test and Continue to run the action.
The Zap sends live data to your action app when testing your action step, which means a real invoice template gets automatically created in your QuickBooks account when you make an invoice in your Google spreadsheet.
After a successful test, you can retest the action or turn on the Zap to activate your automated data flow between QuickBooks and Google Sheets.
Add other actions to your Zap if necessary, or finish setting up by clicking Close.
Pros
- Imports QuickBooks data in Sheets with no-code interface
- Automates basic spreadsheet tasks
Cons
- You must define the specific data you want to pull, creating a significant manual workload for all of your imports.
- Actions and automations are not customizable or fully controllable.
- Zaps can only leverage limited, pre-defined integrations.
3. Google Apps Script
Google Apps Script is an option for tech-savvy teams. You can combine QuickBooks Open Database Connectivity (ODBC) Driver from CData and SQL Gateway to access your QuickBooks Online data from Google Apps Script.
The SQL Gateway allows your local ODBC data sources to look and act like a standard MySQL database.
Start by creating a new MySQL remoting service within the SQL Gateway for the QuickBooks Online ODBC Driver.
You’ll also need to ensure the SQL Gateway is installed and can connect to a hosted Secure Shell (SSH) server or a web-facing machine.
Before configuring your connection, provide the necessary connection properties values in the Data Source Name (DSN). Then, configure the DSN using the (built-in) Microsoft ODBC Data Source Administrator.
QuickBooks Online utilizes the OAuth authentication standard, which means the authenticating user needs to log in via the browser.
Use the embedded OAuthClientSecret, OAuthClientId, and CallbackURL to authenticate with OAuth. You can also register an app with Intuit to get your own CallBackURL.
Once you’re done with the pre-configurations, follow the steps below to use Google Apps Script to access the MySQL remoting service and import your QuickBooks Online data within Google Sheets.
Step 1: Go to your spreadsheet’s top menu and click Extensions > Apps Script.
Step 2: Create several class variables for functions created within the script.
Step 3: Include a function that adds a Menu option to your Sheet. That way, the UI can call the function.
Step 4: Create a Helper function used to find the first empty row in your spreadsheet.
Step 5: Use the function below to write your QuickBooks Online data to your spreadsheet.
The function uses Google Apps Script Java Database Connectivity (JDBC) to link to the MySQL remoting service, select QuickBooks data, and populate your Sheet with the data.
Step 6: Run the entire script.
In the first input box, enter the Sheet’s name to hold your data.
Next, enter the name of the QuickBooks Online table for the function to read.
Note: The function is intended as a menu option, but you can extend its use as a spreadsheet formula.
Pros
- Using the Google Script editor means you won’t need to add new app integrations for comprehensive workflow customization based on your unique needs.
Cons
- The Script Editor is geared towards users with technical and coding skills (JavaScript).
- Tons of potential errors, even for experienced programmers.
- Your QuickBooks credentials, such as your username and password, can be seen in the script source, which doesn’t make the Script editor the most secure option.
- Encryption/decryption requires significant coding and technical knowledge
Link QuickBooks to Google Sheets Seamlessly
Connecting QuickBooks to Google Sheets streamlines accounting, financial, and expense reporting workflows. Your accounting team saves time while reducing potential errors, improving data analysis and financial modeling. Choose Coefficient – the easiest and most seamless method — to connect QuickBooks with Google Sheets.
