How to sync QuickBooks data with row-level permissions in Google Sheets

Syncing QuickBooks data with row-level permissions in Google Sheets requires strategic filtering since QuickBooks lacks granular access controls for individual records. You can create user-specific data views that show only the rows each person should access.

Here’s how to implement row-level permissions by combining filtered QuickBooks imports with Google Sheets’ sharing capabilities.

Create row-level access using Coefficient filtering

Coefficient enables row-level permissions through user-specific import filters combined with Google Sheets’ sharing controls. This addresses QuickBooks’ fundamental limitation of lacking granular access controls for individual transaction records or customer data.

How to make it work

Step 1. Set up user-specific import filters.

Create separate Coefficient imports for each user or user group, applying filters based on QuickBooks fields like Salesperson, Department, Class, or custom fields that determine data ownership. For example, filter Invoice data by “Salesperson = John Smith” so John only sees his assigned customer records and transactions.

Step 2. Configure object-level filtering with AND/OR logic.

Use Coefficient’s advanced filtering capabilities to create precise row-level access. Apply multiple filter conditions like “Department = Sales AND Territory = West Coast” or “Customer Type = Premium OR Account Manager = Sarah Jones” to ensure users only see their specific data subset.

Step 3. Create separate sheets for each permission group.

Build individual Google Sheets for each user or permission group, each containing Coefficient imports filtered to their specific data subset. Share each sheet only with authorized users through Google Sheets’ native permission system. This creates both data-level and access-level security.

Step 4. Implement automated refresh scheduling.

Configure scheduled refreshes to ensure all user-specific sheets stay synchronized with QuickBooks data changes while maintaining their row-level filtering. Set different refresh frequencies based on user needs – sales reps might need daily updates while managers need hourly refreshes.

Step 5. Leverage custom field filtering.

Utilize QuickBooks custom fields that identify record ownership or access levels, then filter Coefficient imports based on these fields. Create custom fields like “Assigned Rep” or “Access Level” in QuickBooks, then use these for precise row-level filtering in your imports.

Secure your QuickBooks data at the row level

Row-level permissions ensure users see only the QuickBooks data they’re authorized to access while maintaining real-time synchronization. This creates secure, personalized data views that QuickBooks can’t provide natively. Implement your row-level QuickBooks permissions today.