How to Export QuickBooks Data to Excel

If you want to connect QuickBooks to Excel, this blog is for you.

QuickBooks is an indispensable tool for businesses managing their accounting and financial processes.

Yet, when it comes to data analysis, reporting, and sharing insights, Excel remains unmatched for many professionals. Linking QuickBooks data with Excel not only enhances your reporting capabilities but also provides greater flexibility in managing financial data.

Here’s a step-by-step guide on how to connect QuickBooks to Excel, highlighting some of the most popular methods.

TL;DR: Coefficient is the fastest and safest way to Export data from QuickBooks to Excel

Coefficient integrates QuickBooks to Excel in a single click, with no coding required.

In fact, Coefficient can connect Excel to any business system, enabling you to blend and analyze your QuickBooks data with a variety of other data sources, including:

Coefficient’s automatic data updates allow you to build live accounting reports and dashboards in Excel 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 Excel to QuickBooks, pull in accounting data, develop real-time dashboards, and share them with your team.  

How to Export Data from QuickBooks to Excel: Top 3 Methods

While there are many ways and tools to connect QuickBooks to Google Sheets, we’ll focus on the best methods in this guide.  

Method 1. Coefficient (no code)

Coefficient’s no-code solution is the fastest and easiest option to export QuickBooks data to Excel. Especially for Excel for Web users who can’t access Power Query.

Step 1: Install Coefficient for Excel

To kick start the process, open a new workbook. Click ‘File’ > ‘Get Add-ins’ > ‘More Add-Ins.’

Navigating to 'Get Add-ins' under the File tab in Excel to search for Coefficient

Search for Coefficient and click “Add” to install it.

Image showing the process of searching for Coefficient within the Excel add-ins search bar

A pop-up will open up. Follow the prompts to complete the installation.

A step-by-step pop-up window illustration of completing Coefficient's installation in Excel

Step 2: Connect Your QuickBooks Account

After installation, you will see a “Coefficient” tab at the top navigation bar.

Select ‘Open Sidebar’ to launch Coefficient.

Display of the new Coefficient tab in Excel's top navigation bar after successful installation

Click ‘Import from…’ and scroll down until you find QuickBooks. 

Click ‘Connect’ to continue.

Connect QuickBooks to Excel with Coefficient

A couple notes:

  • You need Admin access in QuickBooks to establish a connection with Coefficient.
  • QuickBooks API permits only one admin to connect through Coefficient simultaneously.
  • You can connect multiple QuickBooks accounts to Excel with Coefficient.

Follow the prompts to connect Coefficient to your QuickBooks account.

Demonstrating the process to connect a QuickBooks account to Excel with Coefficient

Step 3: Define QuickBooks Data to Export to Excel

Next, specify the QuickBooks data you’re looking to bring into Excel.

Coefficient’s flexibility allows you to choose from over 17 standard QuickBooks reports, build one from scratch, or write a custom query.

Image depicting the selection of a QuickBooks report from the list available in Coefficient for Excel

Click ‘From QuickBooks Report’ to continue.

import quickbooks report into excel with coefficient

Choose a Report from the list then hit ‘Next.’

selecting quickbooks report to import into Excel

Customize your Report import by selecting “Display Columns By” and applying filters such as “Report Period” and “Accounting Method”.

Screenshot highlighting the customization options for QuickBooks report imports within Coefficient

Select your desired fields and click ‘Import.’

In just a few seconds, your QuickBooks export to Excel will automatically populate your spreadsheet.

Visual instruction on exporting a report from QuickBooks to Excel, outlining the ‘Export data’ process

Step 4: Set Data Refresh Schedule

To maintain up-to-date records in Excel, Coefficient enables setting an automatic data refresh rate. Opt for hourly, daily, or weekly updates to keep your Excel reports consistently current with real-time QuickBooks data.

Displaying how to set an automatic data refresh rate for QuickBooks data in Excel via Coefficient

Pros:

Cons:

  • Enterprise features require a paid subscription.

Method 2. QuickBooks Manual Export to Excel

QuickBooks itself offers built-in capabilities to export reports directly to Excel but with a few caveats:

  1. You must have QuickBooks Online Advanced
  2. Payroll reports cannot be exported to Google Sheets
  3. QuickBooks data exports are static and cannot be automatically refreshed

Step 1: Choose Report in QuickBooks

First, navigate through your QuickBooks account to select the report or data you wish to export.

QuickBooks Excel export functionality

Step 2: Export to Excel

Utilize QuickBooks’ export function to save the report as an Excel file (.xlsx). This option can typically be found in the report viewing window.

Click ‘Export data’ underneath the column labeled ‘TOOLS.’

Export data manually from QuickBooks to Excel

Select the date range you want to export: ‘All dates,’ ‘Custom date range,’ ‘Last calendar quarter’, ‘This year-to-date,’ and ‘Last year.’

Select quickbooks date range for excel export

Finally, toggle off unwanted fields to remove them from your export.

Click the ‘Export to Excel’ button in the bottom right corner.

Your data will download as a ZIP file. Open it to access your CSV.

Step 3: Open and Analyze in Excel

With the file saved, simply open it in Excel to leverage Excel’s powerful analytical tools on your QuickBooks data.

Cons of QuickBooks Export to Excel:

  • Exporting data to Excel needs to be done by hand every time, which is time-consuming.
  • Exported data won’t automatically update, so you might use old information unless you keep exporting new data.
  • After exporting, you often have to spend more time in Excel arranging the data how you need it.

Method 3. Power Query (Only for Desktop)

If you’re using Excel for Desktop and want to integrate QuickBooks data, Power Query is a good alternative for more technical users. It simplifies importing, refreshing, and managing QuickBooks data within Excel, enhancing your analysis and reports.

Here’s how to connect QuickBooks to Excel using Power Query in a few steps.

Step 1: Open Power Query in Excel

From Excel, access Data > Get Data > From Other Sources > From Web. Power Query will prompt you for a web API URL.

Step 2: Connect to QuickBooks Online

Enter your QuickBooks Online API endpoint. You’ll need to go through authentication steps to establish a secure connection.

Step 3: Load and Transform Your Data

Select the specific sets of data you want to import into Excel. Power Query allows for data transformation and conditioning before loading it into your worksheet for analysis.

Power Query Cons:

  • Getting the hang of Power Query’s many features can take some time, especially if you’re new to handling data.
  • Power Query works just on the Excel Desktop app, not on web or mobile versions.
  • Linking to QuickBooks Online with its API is complex and needs regular checks and maintenance to keep it working correctly.

Streamlining Financial Data Analysis and Reporting

Exporting data from QuickBooks to Excel expands your data manipulation and reporting capabilities significantly. Coefficient streamlines this integration, making it efficient for anyone on your team to develop comprehensive dashboards and reports in Excel using QuickBooks data.

Ready to transform your financial reporting and data analysis workflows? 

Get started with Coefficient today for seamless QuickBooks to Excel integration, and harness the full potential of your financial data.

Top 6 QuickBooks Online Integrations in 2024

QuickBooks is a powerhouse. But it’s not an island. Smart integrations transform it into a financial ecosystem. They supercharge your workflows. They sharpen your insights. They drive better decisions.

In 2024, these top 6 QuickBooks integrations are game-changers. They’re not just add-ons. They’re rocket fuel for your financial management. Let’s dive in.

Why the Right QuickBook Integrations Matter

QuickBooks is a versatile accounting tool, but the right add-ons can take it to the next level. Here’s why good integrations matter:

  • Fewer Errors, Less Hassle: QuickBooks integrations can automate repetitive tasks like expense tracking and data entry. This means less time spent on mind-numbing data input and fewer mistakes creeping into your books. For example, a point-of-sale integration could automatically record each sale in QuickBooks, eliminating manual entry entirely.
  • See the Whole Picture: By connecting QuickBooks to other systems you use (like your e-commerce platform or project management tool), you get a more complete view of your finances. This makes it easier to understand how different parts of your business affect your bottom line, helping you make smarter financial decisions.
  • Grow Without Growing Pains: As your business expands, your accounting needs will change. The right integrations let you add new features to QuickBooks as you need them, whether that’s more detailed reporting or tools to handle a higher volume of transactions. This way, your accounting can keep pace with your business without major disruptions.

With so many QuickBooks add-ons out there, it’s important to choose ones that actually solve your problems and fit your workflow.

QuickBooks Integration Feature Comparison Table

Integration

Primary Function

Key Feature

Pricing

Best For

Coefficient

Data Integration & Reporting

Real-time data sync from 50+ sources

Free tier available. Paid starts at $49/month

Businesses needing advanced reporting and data integration

Bill.com

Accounts Payable & Receivable

Automated bill payment and invoicing

Starts at $45/user/month

Businesses looking to streamline AP/AR processes

Shopify Connector

E-commerce Integration

Automatic sync of orders, products, and customers

Free with QuickBooks Online

Online retailers using Shopify and QuickBooks

QuickBooks Time

Time Tracking

GPS tracking and real-time reports

From $20/month + $8/user/month

Businesses with mobile workforce or project-based billing

Expensify

Expense Management

Receipt scanning and automatic categorization

From $5/user/month

Companies seeking to simplify expense reporting and reimbursement

HubSpot

CRM & Marketing

Bi-directional sync of customer data

Free integration. HubSpot CRM starts free, paid plans from $45/month

Businesses looking to align sales, marketing, and financial data

1. Coefficient – Best for Data Integration and Live Reporting

Coefficient connects QuickBooks and 50+ business systems to Excel and Google Sheets. It enables real-time data analysis across multiple platforms.

  • Syncs data from CRMs, marketing tools, and databases to spreadsheets.
  • Automates report creation using multiple data sources.
  • Pushes updated data back to source systems.
  • Sends custom alerts for specific data changes.

Pros

Cons

  • Requires initial time investment for setup.
  • Has a learning curve for utilizing multiple data sources.
  • Needs strategic planning for optimal data integration.

Pricing

  • Free Plan: Includes basic features such as data imports for up to 5,000 rows and 10,000 OpenAI API calls
  • Starter Plan: $49 per user per month, with features like daily automatic refreshes and limited bulk write-backs
  • Pro Plan: $99 per user per month, offering unlimited import size, hourly refreshes, and unlimited bulk write-backs
  • Enterprise Plan: Custom pricing based on specific needs

User Reviews

“This tool has changed my team’s productivity tenfold. So much functionality and flexibility has helped attack siloed data at every level of my organization.”

I must say, I am thoroughly impressed. From start to finish, the experience was seamless and efficient. The user-friendly interface of Coefficient Connector made the setup process a breeze.

Customer Support

  • Email support and chat for all users
  • Knowledge base with comprehensive documentation and tutorials
  • Dedicated account managers, Slack for enterprise clients

2. Bill.com – Top Choice for Accounts Payable Automation

Bill.com streamlines accounts payable processes. It syncs payment data with QuickBooks for accurate financial records.

  • Captures invoice data using AI.
  • Enables custom approval workflows.
  • Processes international payments in multiple currencies.
  • Manages vendor credits and reconciliation.

Pros

  • Accelerates bill payment cycles.
  • Minimizes data entry errors.
  • Enhances cash flow management.

Cons

  • Complex setup for advanced workflows.
  • Potentially costly for low invoice volumes.
  • Occasional sync delays with QuickBooks.

Pricing

  • Essentials Plan: $39 per user per month.
  • Team Plan: $49 per user per month.
  • Corporate Plan: $69 per user per month.
  • Enterprise Plan: Custom pricing.

What Users Are Saying

“While the integration between Bill.com and QuickBooks Online is generally smooth, we have encountered occasional syncing issues that cause delays and discrepancies in our financial records. The customer support is responsive but can be slow to resolve these technical problems. Additionally, the pricing can be quite expensive for small businesses with limited budgets.”

  • Source: G2

“Bill.com has been a game-changer for managing our accounts payable. It seamlessly integrates with QuickBooks Online, automatically syncing bills and payments, eliminating manual data entry, and saving us countless hours each month. The approval workflows are customizable, and the ability to pay bills electronically is incredibly convenient. Overall, Bill.com has streamlined our AP process and improved our efficiency significantly.”

  • Source: G2

Customer Support

  • Phone and email support.
  • Online knowledge base.
  • User community forums.

3. Shopify Connector – Best for E-commerce Integration

Shopify Connector links your Shopify store with QuickBooks. It streamlines e-commerce accounting and inventory management.

  • Imports orders, refunds, and payout data to QuickBooks.
  • Updates product quantities across platforms.
  • Consolidates sales data from multiple channels.
  • Reconciles Shopify Payments with QuickBooks entries.

Pros

  • Automates e-commerce bookkeeping tasks.
  • Maintains accurate inventory across platforms.
  • Simplifies sales tax reporting for online transactions.

Cons

  • Requires additional setup for complex tax scenarios.
  • May experience delays during high-volume periods.
  • Offers limited customization for unique business models.

Pricing

  • Included with Shopify subscription.

What Users Are Saying

“While the Shopify integration with QuickBooks Online has potential, we’ve experienced significant issues with duplicate transactions and data syncing errors. This has created a lot of extra work for us to manually reconcile our books. We’ve reached out to support, but the solutions they’ve offered haven’t been effective. We hope these issues will be resolved soon as it’s impacting our accounting workflow.”

“The Shopify integration with QuickBooks Online has been a lifesaver for our business. It automatically syncs orders, payments, and fees, saving us hours of manual data entry each week. The setup was straightforward, and the support team has been responsive to our questions. We highly recommend this integration for any Shopify store owner using QuickBooks Online.”

Customer Support

  • Shopify help center access.
  • Email support.
  • User community forums.

4. QuickBooks Time – Top Time Tracking Integration

QuickBooks Time (formerly TSheets) enhances time tracking and project management. It integrates seamlessly with QuickBooks payroll.

  • Tracks time via GPS-enabled mobile app.
  • Analyzes job costs and project profitability.
  • Provides team scheduling tools.
  • Generates custom payroll reports.

Pros

  • Improves accuracy of billable hours.
  • Streamlines payroll for hourly workers.
  • Offers insights into project profitability.

Cons

  • Some employees resist detailed tracking.
  • Unnecessary for fixed-salary teams.
  • GPS tracking raises privacy concerns.

Pricing

  • $20/month plus $8/user/month.

What Users Are Saying

“While QuickBooks Time has some great features, the customer support has been a major disappointment. We’ve experienced technical issues and billing errors, and it’s been difficult to get timely and helpful assistance from their support team. The pricing is also quite high compared to other time tracking solutions on the market.”

“QuickBooks Time is a game-changer for managing employee time and attendance. It seamlessly integrates with QuickBooks Online, making payroll a breeze. The mobile app is user-friendly, and the GPS tracking feature ensures accurate time tracking for our field employees. We’ve seen a significant improvement in our payroll accuracy and efficiency since implementing QuickBooks Time.”

Customer Support

  • Phone and email assistance.
  • Online resource center.
  • Video tutorials.

5. Expensify – Best for Expense Management

Expensify simplifies expense reporting and reimbursement. It integrates with QuickBooks for seamless accounting.

  • Scans and extracts data from receipts.
  • Generates expense reports automatically.
  • Reconciles corporate card transactions.
  • Enforces expense policies with approval workflows.

Pros

  • Accelerates expense reporting and reimbursement.
  • Reduces errors in expense categorization.
  • Improves policy compliance and spend visibility.

Cons

  • OCR occasionally misreads complex receipts.
  • Costly for large teams with infrequent expenses.
  • Requires complex setup for advanced approval flows.

Pricing

  • From $5/user/month.

What Users Are Saying

“While Expensify has its strengths, the customer support has been a major letdown. We’ve encountered technical issues and had difficulty getting timely and helpful responses from their support team. The pricing can also be quite expensive for small businesses with limited budgets. Additionally, the reporting features could be more robust and customizable.”

“Expensify has revolutionized the way we handle expense reports. The integration with QuickBooks Online is seamless, eliminating the need for manual data entry and saving us valuable time. The mobile app is intuitive, making it easy for employees to snap photos of receipts and submit expenses on the go. The SmartScan feature is incredibly accurate, and the approval process is streamlined. We couldn’t be happier with Expensify.”

Customer Support

  • Email support.
  • Comprehensive help guides.
  • User community forum.

6. HubSpot – Ideal for Marketing and Sales Integration

HubSpot connects marketing and sales data with QuickBooks. It provides a comprehensive view of customer interactions and financial impact.

  • Syncs customer and deal data bi-directionally.
  • Generates invoices from HubSpot deals.
  • Attributes revenue to marketing campaigns.
  • Creates custom reports on sales and financial metrics.

Pros

  • Links marketing efforts to financial outcomes.
  • Improves visibility of lead-to-cash process.
  • Enhances customer lifecycle tracking.

Cons

  • Complex setup for full CRM and financial integration.
  • Requires extensive HubSpot adoption for maximum benefit.
  • Higher tiers with advanced features can be costly.

Pricing

  • Starter Plan: $50 per month.
  • Professional Plan: $800 per month.
  • Enterprise Plan: $3,200 per month.

What Users Are Saying

“While the HubSpot integration with QuickBooks Online has potential, we’ve experienced significant challenges with the setup and configuration. The documentation is not very clear, and the support team has been slow to respond to our inquiries. Additionally, the integration doesn’t seem to handle complex workflows very well, leading to data inconsistencies and errors.”

Source: Reddit

“The HubSpot integration with QuickBooks Online has been a game-changer for our sales and accounting teams. It seamlessly syncs customer data, deals, and invoices, eliminating manual data entry and ensuring accuracy. The real-time updates keep both systems in sync, giving us a comprehensive view of our customer interactions and financial transactions.”

Source:HubSpot Marketplace

Customer Support

  • Email and chat assistance.
  • Extensive knowledge base.
  • Active user community.

Elevate Your QuickBooks Experience

QuickBooks integrations can transform financial workflows, reducing manual work and providing clearer insights. Coefficient connects QuickBooks with other business tools for comprehensive financial analysis.

Focus on integrations that address specific pain points, and use free trials to find the best fit. The right add-ons can turn QuickBooks into a powerful, adaptable financial management system.

Ready to transform your QuickBooks experience? Get started with Coefficient today and watch your financial processes soar to new levels of efficiency and insight.

How to Export Invoices from QuickBooks? Top 2 ways

Exporting invoices from QuickBooks is crucial for analyzing financial data. Learn two quick methods to extract your invoice information quickly and accurately.

Method 1: Automatically with Coefficient

Coefficient is a powerful data integration tool that connects QuickBooks to spreadsheet applications. It allows real-time syncing of QuickBooks data, including invoices, directly to Google Sheets or Excel for advanced analysis and reporting.

Benefits of using Coefficient:

  1. Real-time data synchronization ensures your spreadsheets always contain the most up-to-date information.
  2. Automated report generation saves time and reduces manual errors.
  3. Customizable data views allow you to tailor the exported information to your specific needs.
  4. Seamless integration with Google Sheets and Excel makes it easy to work with familiar tools.

Step-by-step walkthrough:

Step 1. Install Coefficient

For Google Sheets

  • Open a new or existing Google Sheet, navigate to the Extensions tab, and select Add-ons > Get add-ons.
  • In the Google Workspace Marketplace, search for “Coefficient.”
  • Follow the prompts to grant necessary permissions.
  • Launch Coefficient from Extensions > Coefficient > Launch.
  • Coefficient will open on the right-hand side of your spreadsheet.
Coefficient open on the right-hand side of Google Sheets.

For Microsoft Excel

  • Open Excel from your desktop or in Office Online. Click ‘File’ > ‘Get Add-ins’ > ‘More Add-Ins.’
  • Type “Coefficient” in the search bar and click ‘Add.’
  • Follow the prompts in the pop-up to complete the installation.
  • Once finished, you will see a “Coefficient” tab in the top navigation bar. Click ‘Open Sidebar’ to launch Coefficient.
Coefficient open on the right-hand side of Excel.

Step 2. Connect your QuickBooks account.

  • Click “Import from…” and select QuickBooks.
Connecting coefficient to QuickBooks.
  • Sign in to your QuickBooks account and authorize the connection.
Authorizing Coefficient to the QuickBooks account.

Step 3. Select the invoice data you want to export.

  • After connecting, return to QuickBooks and select “From Objects & Fields”
Selecting from 'object' and 'field' from the coefficient menu.
  • In the Coefficient sidebar, choose “Invoices” from the available QuickBooks data sources.
Selecting invoice as the object to import.
  • Select the fields you want to export from the left-hand panel
Selecting the fields you want to export from the left-hand panel.
  • When ready, click “Import” to bring the data into your spreadsheet
Clicking Import when finished customizing

Step 4. Set up automatic refresh schedules (optional).

After exporting your data into your spreadsheet, you can set up Coefficient’s auto-refresh scheduler for automatic updates. Choose from options like hourly, daily, or weekly refreshes.

- Setting up auto-refreshing coefficient.

Method 2: Manually from QuickBooks

QuickBooks Online offers built-in export functionality for basic invoice data extraction. This method is suitable for simple exports and is directly accessible within the QuickBooks interface.

Step-by-step walkthrough:

Step 1. Log in to your QuickBooks Online account.

  • Open your web browser and navigate to the QuickBooks Online login page.
  • Enter your credentials and click “Sign In”.

Step 2. Navigate to the Reports section.

  • From the QuickBooks dashboard, locate and click on the “Reports” tab in the left-hand menu.
Image4

Step 3. Search for and select “Invoice List” report.

  • In the Reports search bar, type “Invoice List”.
  • Click on the “Invoice List” report when it appears in the search results.
Image8

Step 4. Customize the report as needed.

  • Use the available options to set your desired date range for the invoices.
  • Click “Customize” to add or remove columns, such as invoice number, customer name, or amount.
  • Apply any filters to narrow down the data (e.g., specific customers or invoice status).

Step 5. Click “Export” and choose your desired format.

  • Look for the “Export” button, typically located near the top of the report.
  • Click on it to open the export options.
  • Choose either Excel or PDF format, depending on your needs.
  • Save the exported file to your preferred location on your computer.

Disadvantages of native exports:

  1. Limited customization options restrict the ability to tailor exports to specific needs.
  2. Manual process requiring regular updates can be time-consuming for frequent reporting.
  3. Lack of real-time data synchronization means exported data may quickly become outdated.

Export Invoices from QuickBooks and Keep them Live!

Exporting invoices from QuickBooks is crucial for effective financial management and analysis. While QuickBooks Online and CSV exports offer basic functionality, Coefficient provides a more robust solution with real-time data synchronization and advanced reporting capabilities. Choose the method that best fits your needs and streamline your invoice management process.

To learn more about exporting QuickBooks data to Google Sheets, explore our comprehensive guide on the topic.

Ready to streamline your QuickBooks invoice exports? Get started with Coefficient today!

Further Reading

QuickBooks vs Xero: Which is Best in 2024?

Are you torn between QuickBooks and Xero for your business accounting needs? You’re not alone. These two powerhouses dominate the accounting software market, each with its own strengths. 

Let’s dive into a detailed comparison to help you make the right choice for your company.

QuickBooks and Xero at a Glance

Before we pit these two against each other, let’s get to know our contenders.

What is QuickBooks?

QuickBooks is known for its user-friendly interface and wide range of features, making it a good fit for small businesses and those new to accounting. It boasts robust reporting capabilities and strong integrations with other business tools.

What is Xero?

Xero is a cloud-based accounting platform designed with accountants and bookkeepers in mind. Xero is recognized for its intuitive dashboard, focus on collaboration and powerful features like project tracking and multi-currency support, and more!

CategoryQuickBooksXero
Pricing• Simple Start: $30/month
• Essentials: $55/month
• Plus: $85/month
• Advanced: $200/month
• Early: $12/month
• Growing: $34/month
• Established: $65/month
User Interface• Feature-rich but can be complex
• Steeper learning curv
e• Customizable dashboard
• Clean and intuitive
• User-friendly for beginners
• Modern, streamlined design
Core Accounting Features• 40 active tracking categories
• Advanced inventory management
• Detailed financial reporting
• Strong project profitability tracking
• 2 active tracking categories
• Excellent bank reconciliation
• Built-in fixed asset management
• Strong multi-currency support
Integrations• Extensive ecosystem of integrations
• Wide range of industry-specific add-ons
• Strong e-commerce integrations
• Growing list of integrations
• Focus on modern, cloud-based solutions
• Strong API for custom integrations
User Limits• 1-25+ users depending on plan
• Additional fees for extra users
• Unlimited users on all plans

Feature Face-Off: QuickBooks vs Xero

Now, let’s see how these two stack up in key areas that matter most to small businesses.

User Experience: Simplicity vs Depth

Xero takes the lead with its intuitive interface. New users often find it easier to navigate and start using effectively. The clean design and logical layout make daily tasks a breeze.

QuickBooks, while powerful, comes with a steeper learning curve. Its interface is more complex, reflecting its broader range of features. However, once mastered, it offers deeper functionality.

Crunching Numbers: Core Accounting Capabilities

Both platforms excel in essential accounting features:

  • Invoicing: Create and send professional invoices
  • Expense Tracking: Monitor and categorize business expenses
  • Financial Reporting: Generate detailed reports for business insights

QuickBooks edges out Xero in the depth of its reporting capabilities. It offers more customization options and a wider variety of reports. However, Xero’s reports are often praised for their clarity and visual appeal.

A notable difference lies in tracking categories. QuickBooks Online allows for 40 active tracking categories, while Xero limits users to just 2. This can be a significant factor for businesses needing detailed cost center analysis.

Playing Well with Others: Integrations and Add-ons

In today’s interconnected business world, the ability to integrate with other software is crucial.

QuickBooks boasts a vast ecosystem of integrations, covering everything from payroll to inventory management. Its long-standing market presence has allowed it to build partnerships with a wide range of software providers.

Xero, while having fewer integrations overall, focuses on quality over quantity. Its add-ons are often praised for their seamless integration and user-friendly nature.

[Insert visual: Infographic illustrating the pros and cons of each platform]

Dollars and Sense: Pricing and Value

When it comes to choosing accounting software, cost is often a deciding factor. Let’s break down the pricing structures and value propositions of both platforms.

Show Me the Money: Cost Comparison

[Insert visual: Pricing chart showing different plans for both software]

QuickBooks Online offers several tiers:

  1. Simple Start: $30/month
  2. Essentials: $55/month
  3. Plus: $85/month
  4. Advanced: $200/month

Xero provides three main plans:

  1. Early: $13/month
  2. Growing: $37/month
  3. Established: $70/month

At first glance, Xero appears more budget-friendly. However, it’s essential to consider what features are included at each price point and any potential hidden costs.

Bang for Your Buck: Value Analysis

When assessing value, consider:

  • Feature set at each price tier
  • User limits (QuickBooks restricts the number of users for lower-tier plans)
  • Scalability as your business grows

Xero often comes out ahead in terms of value, especially for small to medium-sized businesses. Its unlimited user policy at all levels is a significant advantage. However, QuickBooks’ advanced features may justify the higher cost for larger or more complex businesses.

The Good, the Bad, and the Bookkeeping: Pros and Cons

Every software has its strengths and weaknesses. Let’s sum up the main advantages and disadvantages of each platform.

QuickBooks: Powerhouse with a Learning Curve

Pros:

  • Comprehensive feature set
  • Excellent reporting capabilities
  • Wide range of integrations
  • Strong presence in the US market

Cons:

  • Steeper learning curve
  • Higher pricing, especially for advanced features
  • User limits on lower-tier plans

Xero: User-Friendly with Room to Grow

Pros:

  • Intuitive, user-friendly interface
  • Unlimited users on all plans
  • Competitive pricing
  • Popular among accountants and bookkeepers

Cons:

  • Fewer advanced features compared to QuickBooks
  • Limited tracking categories
  • Smaller ecosystem of integrations

The Verdict: Industry Preferences and User Opinions

Understanding how these platforms are perceived by professionals and users can provide valuable insights.

What the Pros Say: Accountant and Bookkeeper Preferences

Interestingly, many accountants and bookkeepers lean towards Xero. This preference stems from:

  • Xero’s clean, easy-to-navigate interface
  • The ability to collaborate with clients more easily
  • Robust bank reconciliation features

The implication for businesses? If you work closely with an accountant, they might prefer you use Xero, potentially streamlining your collaboration.

Making the Call: Choosing the Right Software for Your Business

With all this information, how do you decide which platform is right for you? Consider these key factors:

  1. Business Size and Complexity: Larger businesses with complex needs might benefit more from QuickBooks’ advanced features.
  2. Budget: If cost is a primary concern, Xero’s competitive pricing might be more attractive.
  3. User-Friendliness: For those new to accounting software, Xero’s intuitive interface could be a deciding factor.
  4. Scalability: Consider which platform will grow best with your business over time.
  5. Integrations: Evaluate which software integrates better with your existing business tools.

Best Fits: Matching Software to Business Types

While every business is unique, here are some general guidelines:

  • Solopreneurs and Micro-businesses: Xero’s Early plan or QuickBooks Simple Start
  • Small to Medium Businesses: Xero Growing or QuickBooks Essentials/Plus
  • Larger Small Businesses or Those with Complex Needs: QuickBooks Advanced or Xero Established

The Bottom Line: Your Business, Your Choice

Both QuickBooks and Xero are solid choices for small business accounting. QuickBooks offers depth and customization, while Xero brings user-friendliness and collaboration to the table.

Your choice depends on your specific needs, budget, and how you like to work. Remember, the best accounting software is the one you’ll actually use consistently.

Whichever platform you choose, remember that the true power of your accounting software can be amplified by integrating with tools like Coefficient. By syncing your financial data directly into spreadsheets, you can unlock even more powerful reporting and analysis capabilities.

Ready to take your financial reporting to the next level? Get started with Coefficient today and see how real-time data integration can transform your financial processes.

Top 5 Limitations in Reporting Using QuickBooks Online

QuickBooks Online, a popular accounting software from Intuit, is widely used by small businesses and freelancers for their business accounting needs. However, despite its user-friendly interface and basic functionality, many business owners encounter significant limitations when it comes to reporting. This article explores the top five cons of QuickBooks Online in reporting and offers potential solutions.

The Disadvantages of QuickBooks: Reporting Challenges

1. Customization Constraints in QuickBooks Online Reporting

Limited Built-in Custom Reports

While QBO provides standard reports, users often struggle to tailor them to specific business needs. This limitation becomes apparent when trying to create:

  • Department-specific reports
  • Granular details by product line
  • Custom financial reports

Many businesses resort to third-party apps or extensive manual work to achieve the level of customization they need. The lack of advanced reporting options in QuickBooks Online often leads to inefficiencies and frustration among entrepreneurs and bookkeepers.

Lack of Advanced Filtering and Grouping Options

QuickBooks Online restricts users’ ability to filter data using complex conditions. This limitation becomes evident when trying to:

  • Apply multi-layered filters (e.g., by date, location, and product category simultaneously)
  • Create advanced groupings beyond basic levels
  • Sort data using multiple criteria

These constraints can significantly impact the functionality of the accounting solution for businesses with complex reporting needs, especially when compared to the QuickBooks Desktop version.

2. File Size and Data Handling Limitations

Struggles with Large Datasets

QuickBooks Online reports often struggle to process large volumes of data efficiently. This limitation leads to:

  • System crashes when generating comprehensive reports
  • The need to break up reports into smaller chunks
  • Reduced date ranges to avoid performance issues

For businesses managing large volumes of transactions, this limitation causes significant inefficiencies in their accounting and bookkeeping processes, particularly for those dealing with ecommerce or multiple bank accounts.

Limited Date Ranges for Reports

QuickBooks Online frequently encounters issues when handling year-long or multi-year reports. Users experience:

  • System crashes or timeouts when attempting to generate long-term reports
  • The need to export data month by month for accurate reporting
  • Difficulties in analyzing long-term trends or year-over-year comparisons

These limitations are particularly problematic for businesses that need to analyze historical financial data or prepare comprehensive financial reports for profitability analysis.

3. Integration Limitations

Difficulty Syncing with External Tools

Users face challenges when trying to integrate QuickBooks Online with other platforms to generate comprehensive reports. This limitation affects:

  • Syncing with CRM systems
  • Integration with inventory management software
  • Consolidating data for project management and job costing

Businesses relying on multiple systems find QuickBooks Online’s limited integration capabilities to be a major bottleneck for creating consolidated reports that provide a holistic view of their operations.

Reliance on Manual Processes Due to Limited Integration

The lack of seamless integration often forces users to resort to manual data transfers or rely heavily on spreadsheets like Excel. This workaround:

  • Increases the chance of human error
  • Consumes valuable time and resources
  • Limits real-time reporting capabilities

Many businesses find themselves spending excessive time on manual data entry and consolidation due to these integration limitations, which can be particularly challenging for medium-sized businesses with complex workflows.

4. Performance Issues with Larger Data

Lagging and Sluggish Performance

As businesses scale and their data grows, QuickBooks Online’s performance often degrades. Users experience:

  • Slower response times when generating reports
  • Difficulties handling multiple users accessing the system simultaneously
  • Increased wait times for routine financial analysis

These performance issues can lead to significant inefficiencies, especially for businesses that rely on timely financial information for decision-making. The problem is often exacerbated for companies using the Simple Start or basic versions of QuickBooks Online.

Inconsistent Load Times for Reports

Users report varying load times when running complex or multi-year reports in QuickBooks Online. This inconsistency results in:

  • Unpredictable wait times for report generation
  • System crashes during report creation
  • Difficulties in scheduling regular financial reviews

These issues can disrupt workflows and make it challenging to maintain consistent reporting schedules, particularly for businesses that require frequent bank reconciliation or detailed expense tracking.

5. Inadequate Support for Complex Businesses

Multi-EntityReporting

QuickBooks Online struggles to provide sufficient support for businesses with multiple locations, divisions, or entities. This limitation affects:

  • Generating consolidated reports across multiple business units
  • Providing detailed breakdowns by division or location
  • Comparing performance across different segments of the business

Users face significant challenges when trying to create reports that offer a comprehensive view of their complex business structures, often requiring add-ons or separate instances of QuickBooks Online for each entity.

Lack of Granular Control over User Permissions for Reporting

QuickBooks Online‘s limited permissions framework complicates reporting for businesses with multiple users needing different levels of access. This results in:

  • Difficulties in restricting sensitive financial data
  • Challenges in delegating report creation tasks
  • Inability to customize user access based on roles or departments

These limitations can lead to security concerns and inefficiencies in report distribution and management, especially for businesses with a higher number of users or those requiring strict financial controls.

Addressing QuickBooks Online Reporting Challenges

While QuickBooks Online offers many advantages for small businesses and self-employed individuals, its reporting limitations can be significant for growing companies. To overcome these challenges, businesses can consider the following solutions:

Expand Report Customization Options

To overcome QuickBooks Online’s built-in limitations, businesses can leverage cloud-based solutions like Coefficient that integrate with spreadsheet software, enabling highly customizable reports. With Coefficient, users can:

  • Create tailored reports with advanced filtering and sorting options
  • Design custom layouts and formats without switching between tools
  • Incorporate data from multiple sources into a single report

Automate Data Syncing 

Cloud-based solutions can automate the data import and export process, making it easier to handle large datasets without breaking reports into smaller chunks. This approach:

  • Eliminates the need for manual data entry or exports
  • Reduces the risk of errors associated with manual data handling
  • Allows for real-time data sync from multiple sources

Integrate QuickBooks Online with Other Business Tools

By using Coefficient to integrate QuickBooks Online with other platforms like HubSpot, businesses can gain a deeper understanding of their overall performance and financial health:

  • Combine financial data with sales and marketing metrics for comprehensive insights
  • Automate data syncing to ensure real-time accuracy across all reports
  • Create custom dashboards that blend data from multiple sources for holistic analysis

Evaluate Your Options: When to Consider Alternatives

For businesses that find QuickBooks Online’s limitations too restrictive, it may be worth exploring alternative accounting software options such as Xero or upgrading to QuickBooks Pro or Enterprise solutions. However, this decision should be weighed carefully, considering factors such as:

  • The learning curve associated with new software
  • Pricing plans and monthly subscription costs
  • Scalability and long-term business needs
  • Availability of customer support and resources

Overcoming QuickBooks Accounting Limitations: The Path Forward

While QuickBooks Online offers many benefits for small businesses, its reporting limitations can hinder growth and efficiency for some users. By understanding these challenges and exploring solutions like cloud-based integrations, businesses can significantly enhance their reporting capabilities. 

To overcome these limitations and streamline your business accounting process, consider getting started with Coefficient. With Coefficient’s powerful integration and reporting tools, you can unlock the full potential of your QuickBooks Online data and gain deeper insights into your business performance.

How to Export Data from QuickBooks

In the following step-by-step guide, you’ll learn how to export data from QuickBooks.

While QuickBooks is a powerful platform on its own, combining it with Google Sheets makes it even better. Exporting data on autopilot from QuickBooks to Sheets allows financial professionals to dive deep into their data, create customized analyses, and more!

Read on to learn how to export data from QuickBooks based on examples and step-by-step walkthroughs.

But first, let’s discuss why.

Reasons to Export QuickBooks Data into Google Sheets

  1. Centralized Reporting: Exporting QuickBooks data to Google Sheets allows businesses to centralize their financial reports and even consolidate data from multiple platforms in one easily accessible location.
  2. Enhanced Customization: Exporting QuickBooks data allows users to create custom reports, graphs, and charts.
  3. Collaboration: Google Sheets is known for its collaborative features, allowing multiple users to view, edit, and comment on a document in real-time. By exporting QuickBooks data to Sheets, teams can collaborate on financial data analysis and strategic planning.
  4. Automated Updates & Scheduling: With the right add-ons or integrations, data in Google Sheets can be set to automatically update data, ensuring your financial reports are up-to-date without the constant need for manual exports.
  5. No Extra Log-In’s Required: Sharing QuickBooks data in Google Sheets doesn’t require extra log-in permissions or granting edit access to your source data.

Export QuickBooks Data: Top 3 Methods

1. Coefficient

Coefficient is a free, no-code solution that allows you to connect, import, and sync your QuickBooks data into Google Sheets in a single click.

It can also 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 also offers pre-built financial dashboards that you can power with your live QuickBooks data, including a Profit and Loss template, SaaS P&L template, Cash Runway template, Accounts Payable Dashboard, Account Receivable Dashboard, Revenue Dashboard, and Cashflow template.

To install Coefficient, open a new spreadsheet and navigate to Extensions>Add-ons>Get Add-ons.

download coefficeint from the google workspace marketplace

Search for “Coefficient” in the Google Workspace Marketplace’s search bar.

Click the first app in the results.

Search for “Coefficient” in the Google Workspace Marketplace’s search bar.

Grant Coefficient access to your Google Account.  

Grant Coefficient access to your Google Account.

After the installation is complete, return to your spreadsheet and open Coefficient by clicking Extensions>Coefficient>Launch.

After the installation is complete, return to your spreadsheet and open Coefficient

Coefficient will open on the side of your spreadsheet.

To start your import, click ‘Import from…’ in the menu.

Image7

Choose QuickBooks as your data source.  

Choose QuickBooks as your data source.

Click ‘Authorize’ to let Coefficient connect to your QuickBooks account.

authorize your quickbooks connections

A separate popup will open. Click ‘Connect.’

A separate popup will open; click connect

Click ‘From QuickBooks Report.’

choose from quickbooks report

Choose the QuickBooks report you want to export to Google Sheets from the Data Preview window.

Choose the QuickBooks report you want to export to Google Sheets from the Data Preview window.

Select the fields you want to bring into your export (e.g. Account, Balance, Description, etc.)

Select the fields you want to bring into your export

Click â€˜Import’ to continue. Your data from QuickBooks will auto-populate into Google Sheets in seconds.

Finally, you can automate data updates by setting an auto-refresh schedule: hourly,

daily, or weekly.

Finally, you can automate data updates by setting an auto-refresh schedule

Automatic data updates are set-and-forget. They continuously sync live data from QuickBooks into Google Sheets, so you always have up-to-date reporting and analytics.

You can also schedule Snapshots to make a copy of your data before updates – very useful for week-over-week reporting.

ou can also schedule Snapshots to make a copy of your data before update

2. QuickBooks

You can export data from QuickBooks to Google Sheets but with a few caveats:

  1. You must have QuickBooks Online Advanced
  2. Payroll reports cannot be exported to Google Sheets
  3. QuickBooks data exports are static

Begin by logging into your QuickBooks Online account.

Navigate to the menu on the left and go to Business Overview > Reports.

open reports from the quickbooks menu

Select the report you want to export and click the Export icon in the top right corner.

Select ‘Export to Google Sheets’ from the drop down menu.

Select the report you want to export and click the Export icon in the top right corner.

QuickBooks will send you a verification code as a security precaution.

Enter your code and click ‘Continue.’  

QuickBooks will send you a verification code as a security precaution.

Another pop-up will open, prompting you to connect QuickBooks to Google Sheets.

Click ‘Allow.’

Another pop-up will open, prompting you to connect QuickBooks to Google Sheets.

If prompted, sign into your Google account to finish linking your accounts.

Now, you can export data from QuickBooks to Google Sheets.

3. CSVs

CSVs allow you to export all your transaction data from QuickBooks to Google Sheets.

Start by signing into your QuickBooks account.

Navigate to the top right corner and click the gear icon to open the Settings menu.

Click ‘Export data’ underneath the column labeled ‘TOOLS.’

Navigate to the top right corner and click the gear icon to open the Settings menu.

Select the date range you want to export: ‘All dates,’ ‘Custom date range,’ ‘Last calendar quarter’, ‘This year-to-date,’ and ‘Last year.’

Select the date range you want to export:

Finally, toggle off unwanted fields to remove them from your export.

Click the ‘Export to Excel’ button in the bottom right corner.

Your data will download as a ZIP file. Open it to access your CSV.

Export QuickBooks Data in One-Click with Coefficient

Connecting QuickBooks to Google Sheets streamlines accounting, financial, and expense reporting workflows while reducing potential errors. It’s the easiest – and safest – way to export data from QuickBooks, allowing you to create live dashboards and share them with your team.

See how SolvHealth’s FP&A team saves 364 hours each year by automating data from QuickBooks, Looker, and Salesforce into Google Sheets.

Sign up for a free Coefficient account today to try it for yourself!

Top 8 QuickBooks Online Reports in 2024

Looking for the most useful QuickBooks Online reports? This guide showcases seven essential dashboards that provide clear insights into your financial data, helping you make informed decisions and drive business growth in 2024.

#1 Cash Runway Template

The Cash Runway Template helps you forecast how long your current cash reserves will sustain your business operations. This tool is crucial for startups and growing businesses to manage their burn rate and plan for future funding needs.

Use Case: Cash Flow Management and Forecasting

  • Burn Rate Analysis: Calculate your monthly cash burn to understand your financial sustainability.
  • Funding Planning: Determine when you’ll need to secure additional funding or reach profitability.
  • Scenario Planning: Create multiple scenarios to prepare for different financial outcomes.

Metrics Tracked

  • Gross profit (cash)
  • Open invoices by customer
  • Open invoices amount by customer
  • Overdue invoices by customer
  • Overdue invoices amount by customer
  • Total expenses (cash) by category
  • Paid invoices amount
  • Paid invoices
  • Income (cash) by category

Get the QuickBooks Cash Flow Projections Template

#2 Quickbooks Profit and Loss Dashboard

The QuickBooks Profit and Loss Template provides a comprehensive view of your company’s financial performance. It consolidates key financial data from your QuickBooks account into an easy-to-read format, allowing you to quickly assess your business’s profitability and identify areas for improvement.

Use Case: Financial Performance Analysis

  • Revenue Tracking: Monitor your income streams and identify trends over time.
  • Expense Management: Analyze your costs and pinpoint areas for potential savings.
  • Profitability Assessment: Quickly determine your bottom line and track progress towards financial goals.

Metrics Tracked

  • Total revenue
  • Cost of goods sold (COGS)
  • Gross profit
  • Total operating expenses
  • Net operating income
  • Net other income
  • Net income

Access the QuickBooks Profit and Loss Dashboard

#3 SaaS P&L Template

The SaaS P&L Template is specifically designed for Software as a Service businesses. It provides a detailed breakdown of revenue and expenses unique to the SaaS model, helping you understand your company’s financial health in the context of subscription-based services.

Use Case: SaaS Financial Analysis

  • Subscription Revenue Tracking: Monitor MRR, ARR, and other SaaS-specific revenue metrics.
  • Customer Acquisition Cost (CAC) Analysis: Understand the cost of acquiring new customers.
  • Churn and Retention Insights: Track customer churn rates and their impact on revenue.

Metrics Tracked

  • Monthly Recurring Revenue (MRR)
  • Annual Recurring Revenue (ARR)
  • Customer Acquisition Cost (CAC)
  • Customer Lifetime Value (CLV)
  • Churn Rate
  • Net Revenue Retention

Get the SaaS P&L Template here

#4 QuickBooks Accounts Payable Template

The QBO Accounts Payable Dashboard provides a comprehensive view of your outstanding bills and payment obligations. It helps you manage vendor relationships and optimize your cash flow by tracking when payments are due.

Use Case: Vendor Payment Management

  • Payment Scheduling: Visualize upcoming payment due dates to plan cash outflows.
  • Vendor Analysis: Identify top vendors by spend and negotiate better terms.
  • Cash Flow Optimization: Manage payment timing to balance cash reserves and vendor relationships.

Metrics Tracked

  • Total accounts payable
  • Aging of payables
  • Upcoming payment due dates
  • Vendor-wise outstanding amounts
  • Historical payment trends

Download the QuickBooks AP dashboard here

#5 QuickBooks Accounts Receivable Dashboard

The QuickBooks Accounts Receivable Dashboard helps you track and manage customer payments. It provides a clear view of outstanding invoices, categorized by age, helping you identify late payments and take proactive measures to improve cash flow.

Use Case: Customer Payment Tracking

This dashboard helps you maintain healthy cash flow by monitoring customer payments:

  • Track outstanding invoices and identify late-paying customers
  • Anticipate incoming payments to better manage your business’s financial needs
  • Identify patterns in customer payment behavior to inform credit decisions and collection strategies

Metrics Tracked

  • Total accounts receivable
  • Aging of receivables
  • Customer-wise outstanding amounts
  • Average days to pay
  • Collection effectiveness ratio

Get Started with the QuickBooks Accounts Receivable Dashboard

#6 QuickBooks Inventory Management Dashboard

The QuickBooks Inventory Management Dashboard is essential for businesses that deal with physical products. It provides real-time insights into your inventory levels, helping you optimize stock levels, reduce carrying costs, and prevent stockouts.

Use Case: Inventory Optimization

This dashboard helps businesses track and optimize their stock levels:

  • Keep track of current inventory levels across all products
  • Set up notifications for when stock reaches reorder points
  • Analyze sales patterns to inform purchasing decisions

Metrics Tracked

  • Current stock levels
  • Reorder points
  • Stock turnover rate
  • Days of inventory on hand
  • Top selling products

Optimize Your Inventory with the QuickBooks Inventory Management Dashboard

#7 QuickBooks Online Revenue Dashboard

The QBO Revenue Dashboard provides a comprehensive view of your company’s income streams. It helps you track and analyze various revenue sources, identifying trends and opportunities for growth.

Use Case: Revenue Analysis and Forecasting

  • Revenue Stream Analysis: Break down revenue by product, service, or customer segment.
  • Trend Identification: Spot seasonal patterns or growth trends in your revenue data.
  • Performance Tracking: Compare current revenue against targets or previous periods.

Metrics Tracked

  • Total revenue
  • Revenue by product/service
  • Revenue by customer segment
  • Month-over-month and year-over-year growth rates
  • Average transaction value

Track your revenue with this free template

#8 – QuickBooks Cashflow Template

The QuickBooks Cashflow Template tracks the movement of cash in and out of your business. It categorizes cash flows into operating, investing, and financing activities, providing a clear picture of your company’s liquidity and financial health.

Use Case: Cash Flow Management

  • Liquidity Analysis: Understand your business’s ability to meet short-term obligations.
  • Investment Decision Making: Evaluate the impact of potential investments on your cash position.
  • Financial Planning: Use cash flow trends to inform budgeting and financial strategy.

Metrics Tracked

  • Net cash flow from operating activities
  • Net cash flow from investing activities
  • Net cash flow from financing activities
  • Free cash flow
  • Cash conversion cycle

Get a copy of our cashflow template here.

Free QuickBooks Online Reports

These seven QuickBooks Online reports offer valuable insights into various aspects of your business’s financial health, from cash flow projections to inventory management and financial ratio analysis. By using these dashboards, you’ll be better equipped to make data-driven decisions and keep your business on the path to financial success in 2024 and beyond. Start using these QuickBooks Online reports today to transform your financial reporting and decision-making processes.

Explore All QuickBooks Connector Dashboards

Additional Resources:

How to Export Chart of Accounts from QuickBooks?

Looking to learn how to export your Chart of Accounts from QuickBooks?  This guide details two effective methods to accomplish this task.

Let’s dive in!

Method 1. Coefficient: Seamlessly Sync QuickBooks Data to Google Sheets or Excel

Coefficient is a powerful spreadsheet add-on that connects various business systems to Google Sheets and Excel. It allows users to import live QuickBooks data, including the chart of accounts, directly into their spreadsheets. This method is ideal for those seeking real-time data syncing and automated reporting.

Benefits of using Coefficient:

  1. Real-time data synchronization ensures up-to-date financial information.
  2. Automated report generation and distribution saves time and reduces manual errors.
  3. Direct integration with Google Sheets and Excel simplifies data analysis.
  4. Customizable data imports allow for tailored financial reporting.
  5. Scheduled data refreshes keep your spreadsheets current without manual intervention.

Step-by-step walkthrough:

Step 1. Install Coefficient

For Google Sheets

  • Open a new or existing Google Sheet, navigate to the Extensions tab, and select Add-ons > Get add-ons.
  • In the Google Workspace Marketplace, search for “Coefficient.”
  • Follow the prompts to grant necessary permissions.
  • Launch Coefficient from Extensions > Coefficient > Launch.
  • Coefficient will open on the right-hand side of your spreadsheet.
A screenshot of Coefficient open in the right-side panel of Google Sheets.

For Microsoft Excel

  • Open Excel from your desktop or in Office Online. Click ‘File’ > ‘Get Add-ins’ > ‘More Add-Ins.’
  • Type “Coefficient” in the search bar and click ‘Add.’
  • Follow the prompts in the pop-up to complete the installation.
  • Once finished, you will see a “Coefficient” tab in the top navigation bar. Click ‘Open Sidebar’ to launch Coefficient.
A screenshot of Coefficient open in the right-side panel of Excel

Step 2. Connect your QuickBooks account to Coefficient.

  • Launch the Coefficient add-on within your spreadsheet.
  • Click on the “Import from…” button in the Coefficient sidebar.
  • Select QuickBooks from the list of available integrations.
A screenshot of adding QuickBooks as a connection.
  • Log in to your QuickBooks account and authorize Coefficient to access your data.
Logging into your QuickBooks account to authorize Coefficient.

Step 3. Select the chart of accounts data you want to import.

  • After connecting, return to QuickBooks and select “From QuickBooks Report”
Selecting from QuickBooks report.
  • Select “Accounts” from the Import Preview Menu
The import preview menu in Coefficient.
  • Use the interface to select “Account Name,” “Balance in Sub-Accounts,” “Classification,” “Current Balance,” “Fully Qualified Name,” and “Type of Account.”  
Selecting account name, balance, and subaccounts, classification, current balance, fully qualified name, and type of account.
  • Click “Import” when you’re finished

Step 4. Set up automatic refresh schedules (optional).

  • Click on the “Schedule” option in the Coefficient sidebar.
  • Choose how often you want the data to refresh (e.g., daily, weekly, monthly).
  • Set the specific time and day for the refresh to occur.
Setting up auto-refresh and coefficient

Learn more about connecting QuickBooks to Google Sheets or Microsoft Excel.

Method 2. CSV Export from QuickBooks Online

A screenshot of the QuickBooks support page.

Exporting your chart of accounts to a CSV (Comma-Separated Values) file is a versatile option offered by QuickBooks Online. This method creates a file format that can be easily imported into various spreadsheet applications and accounting software. It’s useful for one-time exports or when working with multiple platforms.

Step-by-step walkthrough:

Step 1. Log in to your QuickBooks Online account.

  • Open your preferred web browser and go to the QuickBooks Online login page.
  • Enter your username and password, then click “Sign In.”

Step 2. Go to the Accounting menu and select “Chart of Accounts”

  • Once logged in, find the left-side navigation menu.
  • Click on “Transactions” to reveal the submenu options.
  • Choose “Chart of Accounts” from the list.
Selecting transaction and chart of accounts from the left-hand side of QuickBooks.

Step 3. Click on “Run Report” in the top right corner.

  • On the Chart of Accounts page, locate the “Run Report” button in the upper right area.
  • Click this button to generate a report of your chart of accounts.

Step 4. In the report view, click the “Export” icon and select “Export to CSV”.

  • After the report loads, find the “Export” icon (usually represented by a download arrow).
  • Click on this icon to see the available export formats.
  • Select “Export to CSV” from the options provided.

Step 5. Choose a location to save the file and click “Save”.

  • A file save dialog will appear, asking where you want to save the CSV file.
  • Navigate to your preferred folder on your computer.
  • Name the file if desired, and click “Save” to complete the export process.

Export Chart of Accounts and Keep it Live with Coefficient

While QuickBooks Online offers native export options for both Excel and CSV formats, Coefficient provides a more robust solution for real-time data syncing and automated reporting.  

Ready to streamline your QuickBooks data exports and take control of your financial reporting? Get started with Coefficient today and experience the power of automated, real-time data syncing.

Further Reading: How to Export QuickBooks Data to Google Sheets

Frequently Asked Questions

How do I find my Chart of Accounts in QuickBooks?

To find your Chart of Accounts in QuickBooks Online, click the gear icon in the upper right corner and select “Chart of Accounts” under “Your Company.” Alternatively, click “Accounting” in the left-side menu, then select “Chart of Accounts.”

For real-time access to your Chart of Accounts data, consider using Coefficient to sync QuickBooks with your spreadsheets.

Can I customize my QuickBooks Chart of Accounts export?

Yes, you can customize your QuickBooks Chart of Accounts export by selecting specific columns and data points before exporting.

For more advanced customization options and real-time data syncing, Coefficient offers flexible import settings and automated report generation.

How often should I export my Chart of Accounts from QuickBooks?

The frequency of exporting your Chart of Accounts depends on your business needs. For the most up-to-date financial data, consider using Coefficient to maintain a live connection between

QuickBooks and your spreadsheets, eliminating the need for manual exports.

How to Connect Quickbooks to Salesforce?

Integrating your accounting and customer relationship management systems is crucial in this era of efficiency and growth. 

This is why we’re going to discuss how to integrate QuickBooks and Salesforce, two powerhouse platforms.

In this guide, we’ll explore the integration between Quickbooks and Salesforce, focusing on Quickbooks’ functionality and how it can enhance your Salesforce experience. 

Let’s start!

Benefits of Connecting Quickbooks to Salesforce

  1. Unified Financial and Sales Data: By integrating these platforms, finance and sales teams can access a unified view of financial data, customer interactions, invoices, and sales transactions across both systems. This unified approach streamlines workflows, eliminates duplicate data entry, and ensures financial and sales management consistency.
  2. Automated Data Synchronization: By automating data synchronization between QuickBooks and Salesforce, businesses can eliminate manual data entry errors and ensure that critical financial information, such as invoices, payments, and sales transactions, remains up-to-date on both platforms.
  3. Comprehensive Reporting and Analysis: By combining data from both platforms, businesses can generate comprehensive reports, analyze financial trends, and identify areas for improvement. This data-driven approach enables finance and sales teams to make informed decisions, optimize financial strategies, and drive revenue growth.

Use Cases of Connecting Quickbooks to Salesforce 

Connecting Quickbooks and Salesforce is crucial for businesses looking to streamline financial data management and ensure accurate reporting. There are several solutions available, each catering to different needs and use cases, from no-code automation to native integrations.

SolutionIdeal Application
CoefficientFinance teams that need to sync financial data from Quickbooks to Salesforce for comprehensive analysis and reporting, allowing users to import Quickbooks data into Google Sheets, combine it with Salesforce data, and push updates back to Salesforce without coding.
ZapierBusinesses that want to automate financial workflows between Quickbooks and Salesforce, such as automatically creating new records in Salesforce when a payment is received in Quickbooks, streamlining the financial data management process.
Quickbooks Native IntegrationCompanies seeking a direct, native integration between Quickbooks and Salesforce for simple accounting tasks

3 Methods to Connect Quickbooks to Salesforce  

Here’s a more comprehensive breakdown of how each method works so you can make an informed decision:

1. Coefficient 

Coefficient facilitates data transfer, formatting, storage, and analysis using a no-code approach and spreadsheets as the bridge between two platforms. It’s the perfect solution for businesses of all sizes looking to streamline their financial and sales operations. 

With Coefficient, you can effortlessly synchronize financial data between QuickBooks and Salesforce, ensuring data accuracy and consistency and full control over managing, reviewing, editing, and transforming the data between these two software to make the best possible use before importing/ exporting.

Pros:

  • No-code setup
  • No learning curve compared to complex software
  • Real-time data sync
  • Full control over data management 
  • Automatic data updates
  • Team collaboration features
  • Free plugin installation and affordable plans

Cons:

  • Some features require an additional payment
  • It uses a medium and does not directly integrate both platforms 

Here’s how you connect Quickbooks to Salesforce using Coefficient:

  1. For the first phase of integration, you need to install Coefficient. 

Open Google Sheets and navigate to the toolbar and Extensions > Add-on > Get Add-ons

You will be redirected to Google Workspace Marketplace. Search Coefficient in the search and Install by following the prompts and signing up for the account for free with your Google or work email.

  1. To Launch the extension, go back to the Extensions menu on the toolbar and you’ll find Coefficient in Add-ons menu. Coefficient will launch as an extension on the sidebar.
  1. Now, start importing data from Pipedrive to Google Sheets. If you’re connecting for the first time, authorize access to Pipedrive. 

Open Coefficient Sidebar and Click on the Menu icon

In the menu, Select “Import From…” and Select “Connected Sources.”

Select “Add Connection” at the bottom of the “Connected Sources” list and select QuickBooks.

  1. Click on Connect. In the next window, you will be asked to authorize QuickBooks by providing your log in details and allowing data exchange to connect the Coefficient with the platform.
  1. Open the Coefficient Sidebar and click the “Import from…” button to start the import. Choose “QuickBooks” from the provided list, and select  “From QuickBooks Report“.
  1. Pick the specific QuickBooks report you wish to import from your account (e.g., Profit and Loss).
  1. Personalize your import settings by selecting options for “Display Columns By, “”Report Period,” “Accounting Method,” and the necessary fields for this import.

Note: When adjusting your import settings, click “Refresh Preview” to see the updated sample data. The data will be sorted automatically based on the columns shown. For instance, “Customers” will appear alphabetically.

Click on Import in the top right corner, and you will have a spreadsheet synced with your QuickBooks!

You can preview and further change your Quickbooks dataset in Google Sheets or any other spreadsheet platform you use to manage your data. 

Then, you can set up a regular update that fetches data from Quickbooks and sends it to your Google Sheets spreadsheet.

  1. To begin the next phase, export data from your Pipedrive Google Sheet to Salesforce. Follow the same steps outlined above to authorize Salesforce with Coefficient.

Start by accessing the Coefficient Menu and selecting Salesforce. Then, navigate to “Export From…” and choose Salesforce from the provided options.

  1. Ensure you select the appropriate tab and header row in your spreadsheet. Always begin with Row 2, as Row 1 is reserved for Coefficient headers in imported spreadsheets.

For Destination Settings, specify the Salesforce Object where you want to place the data (e.g., Opportunities, Leads) and select an Action from the dropdown menu.

  1. You will proceed to the next step, where you will map fields, configure additional settings, and establish an automated export schedule for this spreadsheet. Click “Export” to proceed.

You can export all data or specify a particular set of cells to Salesforce. Once you’ve saved your field maps, you can configure an auto-update feature to refresh Salesforce data whenever edits are made in the Google Sheet, creating a seamless automated data exchange between Pipedrive and Salesforce.

Ensure a thorough review of all data before proceeding with the export, as this action cannot be undone. Any unnecessary information exported to Salesforce will need to be manually deleted.

  1. After reviewing, click “Next” to finalize and initiate the export process, and you’re done!

This way, you’ll have a complete loop of automated Data exchange between Quickbooks and Salesforce.

2. Zapier

Zapier connects QuickBooks to Salesforce and hundreds of other apps, allowing you to automate financial tasks and streamline processes. You can create customized workflows and rules to automate financial data management and notifications in Salesforce.

These ‘zaps’ created using Zapier as a bridge between the two software can be specific and manually set up or adjusted for any action/ trigger. This makes it the best option for teams that want only certain features connected in both platforms and not all the data.

Pros:

  • Wide range of integrations
  • Customizable workflows and rules
  • User-friendly interface
  • Specific setup and connections between platforms

Cons: 

  • Limited support for complex workflows
  • No automation for all data to be consolidated into Salesforce 
  • Expensive tool with overhead costs  

Here’s how creating integration zaps with Zapier works:

  1. Sign up for a Zapier account and choose QuickBooks as the trigger app and Salesforce as the action app.
  2. Configure the trigger event, such as “New Bill in QuickBooks,” and the corresponding action in Salesforce to “Create Record.” 
  1. Map the data fields between QuickBooks and Salesforce to ensure accurate data transfer.
  2. Test the Zap and activate it to start automating financial tasks and syncing data between the two platforms.

3. Quickbooks Online 

QuickBooks Online offers native integration with Salesforce, providing businesses seamless connectivity between financial and sales processes. 

With QuickBooks Online, businesses can access financial data directly within Salesforce, enabling finance and sales teams to make informed decisions and streamline financial operations.

Pros:

  • Native integration with Salesforce
  • Direct connectivity between QuickBooks and Salesforce
  • Simple setup and functionality
  • Free to use

Cons:

  • Limited customization options compared to third-party integrations
  • No advanced functionality
  • It doesn’t support real-time sync between two platforms
  • No auto-updates
  • Bidirectional data sharing only

Here’s how you can integrate QuickBooks and Salesforce using this plug-in:

  1. Navigate to the App Exchange and locate QuickBooks Online integration by DBSync.
  2. Log in with your Trailblazer.me account.
  3. Click “Get it Now” and launch this plugin in your Salesforce system.
  4. Choose the QuickBooks Online version you wish to integrate with Salesforce.
  5. Navigate back to Salesforce and select ‘Setup’ in the navigation bar. 
  1. Follow the prompts to authorize access and set up workflows. Then click “Save,” and you can run the integration.

Conclusion

Integrating Quickbooks with Salesforce is a game-changer for businesses as it promotes accurate financial insights, happier customers, and automated revenue tracking.

With options like Coefficient, Zapier, and QuickBooks Online, syncing client data between Quickbooks and Salesforce is quick and easy, bringing more possibilities to your business.

Want the most advanced, automated, and affordable way to get started and keep your data in check? 

Install Coefficient for free to export your customer data into spreadsheets and connect them to Salesforce with a few clicks and no extra costs!

How to Sync Stripe with QuickBooks?

Want to sync Stripe with QuickBooks? This guide will show you how to connect these platforms, streamline your financial reporting, and simplify reconciliation. You’ll learn three effective methods to link Stripe and QuickBooks, with step-by-step instructions for each approach.

Advantages of Connecting Stripe to QuickBooks

Connecting Stripe to QuickBooks offers several benefits for businesses:

Analyzing Stripe and QuickBooks data together offers several benefits for businesses:

  1. Comprehensive financial analysis: By combining Stripe transaction data with QuickBooks records, you can perform more in-depth financial analysis. This approach provides a fuller picture of your business’s financial health.
  2. Improved data-driven decisions: Comparing Stripe payments with QuickBooks entries allows for better insights into revenue patterns and financial trends. This information helps in making more informed business decisions.
  3. Detailed revenue tracking: Gain a more nuanced view of your income by analyzing Stripe revenue data alongside QuickBooks financial records. This combined perspective enables better financial planning and forecasting.

Top 3 Methods to Connect Stripe to QuickBooks

Here’s a comparison of the three main methods to connect Stripe to QuickBooks:

SolutionBest For
CoefficientUsers who want to analyze Stripe and QuickBooks data using Google Sheets or Excel, allowing for custom data transformation and in-depth analysis
Commerce SyncSmall to medium-sized businesses seeking automated data syncing between Stripe and QuickBooks for easier comparison and analysis
ZapierUsers who need a flexible, no-code solution to create custom workflows for transferring and comparing data between Stripe and QuickBooks

Let’s explore each method in detail:

Method 1: Coefficient

A screenshot of Coefficient's homepage.

Coefficient is a spreadsheet add-on that allows you to sync data from various sources, including Stripe and QuickBooks, into Google Sheets or Excel. This method is particularly useful for users who want to analyze or transform their data before syncing it to QuickBooks.

Step 1. Install Coefficient

For Google Sheets

  • Open a new or existing Google Sheet, navigate to the Extensions tab, and select Add-ons > Get add-ons.
  • In the Google Workspace Marketplace, search for “Coefficient.”
  • Follow the prompts to grant necessary permissions.
  • Launch Coefficient from Extensions > Coefficient > Launch.
  • Coefficient will open on the right-hand side of your spreadsheet.
A screenshot of Coefficient open on the right-side panel.

For Microsoft Excel

  • Open Excel from your desktop or in Office Online. Click ‘File’ > ‘Get Add-ins’ > ‘More Add-Ins.’
  • Type “Coefficient” in the search bar and click ‘Add.’
  • Follow the prompts in the pop-up to complete the installation.
  • Once finished, you will see a “Coefficient” tab in the top navigation bar. Click ‘Open Sidebar’ to launch Coefficient.
A screenshot of Coefficient open in Excel.

Step 2: Connect and Import Data from Stripe

  • Open Coefficient Sidebar: In Google Sheets, go to Extensions > Coefficient > Launch.
  • Connect Stripe: Click Import Data from the Coefficient sidebar, then select Stripe.
  • Authenticate: Select the Stripe account you want to connect and click Connect.
  • Select Data: Choose the object fields you want to import by clicking Select Fields. Configure any necessary filters and click Import.
Authorizing Coefficient to connect Stripe
A screenshot of the import preview menu

Step 3. Export Data to QuickBooks

Pros:

  • The user-friendly interface makes it easy for non-technical users to set up and manage the integration.
  • Flexible data transformation options allow for customized reporting and analysis.
  • Coefficient works with both Google Sheets and Excel, providing flexibility in your choice of spreadsheet software.

Cons:

  • This method requires a spreadsheet as an intermediary, which may not be ideal for all users.
  • There may be limitations for very large data sets, depending on the spreadsheet’s capacity.

Learn more about connecting QuickBooks to Google Sheets

Method 2: Commerce Sync

A screenshot of Commercesync homepage

Commerce Sync is a popular app that automates the transfer of Stripe sales activity into QuickBooks. This method provides a direct integration between the two platforms.

Step 1: Install Commerce Sync from the QuickBooks App Store.

  • Log in to your QuickBooks Online account.
  • Navigate to the App Store and search for “Commerce Sync.”
  • Click “Get App Now” and follow the installation prompts.

Step 2: Connect your Stripe account.

  • In the Commerce Sync setup wizard, select Stripe as your payment processor.
  • Follow the authentication process to link your Stripe account.

Step 3: Configure sync settings.

  • Choose which Stripe data you want to sync (e.g., sales, fees, refunds).
  • Map Stripe data fields to the corresponding QuickBooks categories.

Step 4: Set up automatic daily syncs.

  • In the Commerce Sync settings, enable automatic daily syncs.
  • Choose a preferred time for the sync to occur each day.

Step 5: Review and reconcile transactions in QuickBooks.

  • After the first sync, check your QuickBooks account to ensure the Stripe data has been imported correctly.
  • Reconcile the transactions as needed.

Pros:

  • Direct integration with QuickBooks eliminates the need for intermediary software.
  • Automated daily syncs keep your financial data up-to-date with minimal effort.
  • Commerce Sync handles complex transaction types, including refunds and fees.

Cons:

  • Limited customization options compared to more flexible solutions like Coefficient or Zapier.
  • May require a paid subscription for advanced features or higher transaction volumes.

Method 3: Zapier

A screenshot of Zapier's homepage.

Zapier is a no-code automation platform that allows you to create custom integrations between Stripe and QuickBooks. This method offers the most flexibility in terms of customizing your integration.

Step 1: Sign up for a Zapier account.

  • Visit the Zapier website and create a new account.
  • Choose a plan that suits your integration needs.

Step 2: Create a new Zap.

  • In your Zapier dashboard, click “+ Create.”
A screenshot of selecting + Create Zap.
  • This will start the process of setting up your custom integration.

Step 3: Choose Stripe as the trigger app.

  • Search for Stripe in the trigger app selection.
  • Select the specific Stripe event that will trigger the integration (e.g., “New Charge” or “New Invoice”).
A screenshot of selecting a trigger in Zapier.

Step 4: Select QuickBooks as the action app.

  • Search for QuickBooks in the action app selection.
  • Choose the action you want to occur in QuickBooks (e.g., “Create Invoice” or “Create Journal Entry”).
A screenshot of selecting an action in Zapier.

Step 5: Configure the data mapping.

  • Map the Stripe data fields to the corresponding QuickBooks fields.
  • Use Zapier’s built-in functions to transform data if needed (e.g., formatting dates or calculating totals).

Step 6: Test and activate your Zap.

  • Run a test to ensure the integration works as expected.
  • If successful, turn on your Zap to start the automated integration.

Pros:

  • Highly customizable workflows allow for complex integrations tailored to your specific needs.
  • Supports multiple trigger events, enabling various automation scenarios.
  • Can integrate with other apps beyond Stripe and QuickBooks for more comprehensive automation.

Cons:

  • May require some technical knowledge for setting up complex integrations.
  • Can become costly for high-volume integrations, as Zapier pricing is based on the number of tasks performed.

Streamline Your Stripe and QuickBooks Integration Today

Connecting Stripe to QuickBooks is crucial for maintaining accurate financial records and simplifying your accounting processes. While there are several methods available, Coefficient offers a unique approach that leverages the power of spreadsheets for data transformation and analysis. By using Coefficient, you can ensure that your Stripe data is accurately synced with QuickBooks while gaining valuable insights along the way.

Ready to simplify your Stripe and QuickBooks integration? Get started with Coefficient today and experience the benefits of seamless data synchronization.

For more information on optimizing your QuickBooks workflow, check out our guide on Top QuickBooks Connector Apps.

Frequently Asked Questions

How do I match Stripe payments in QuickBooks?

To match Stripe payments in QuickBooks:

  1. Sign in to your QuickBooks Online account
  2. Go to Banking/Transactions from the left menu
  3. Select the Stripe account and go to the “For review” tab
  4. Choose each transaction and select categorize, match, or record as a transfer

Coefficient can automate this process by syncing Stripe data directly to QuickBooks, reducing manual matching efforts.

How do I sync payments in QuickBooks?

To sync payments in QuickBooks:

  1. Hover your mouse over the invoice or payment
  2. Click “Sync to QB”
  3. If already synced, click the QB icon to open the item directly in QuickBooks Online

With Coefficient, you can set up automatic syncs between Stripe and QuickBooks, ensuring all payments are up-to-date without manual intervention.

How do I add Stripe fees to QuickBooks?

To add Stripe fees to QuickBooks:

  1. Go to Accounting > Chart of Accounts > New on your QuickBooks dashboard
  2. Set Account Type to “Expenses”
  3. Choose Detail Type as “Other Business Expenses” or “Bank Charges”
  4. Name the account “Stripe Merchant Fees” or similar
  5. Click Save and Close

Coefficient can automatically import and categorize Stripe fees in QuickBooks, saving you time and ensuring accuracy.

Further Reading