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Sharing specific QuickBooks transaction types with different teams solves the problem of broad access permissions that show teams irrelevant data. Instead of giving everyone access to all transactions, you can create team-specific views that show only relevant transaction types.
Here’s how to distribute specific QuickBooks transaction types to the right teams automatically, without manual report generation or data security concerns.
Distribute transaction types using Coefficient filtering
Coefficient provides excellent capabilities for sharing specific QuickBooks transaction types through its object-specific import features. This solves QuickBooks’ limitation of broad access permissions that don’t allow transaction-type-specific sharing.
How to make it work
Step 1. Configure transaction-specific imports.
Use Coefficient’s “From Objects & Fields” method to create separate imports for each transaction type (Invoices, Bills, Payments, Sales Receipts, Purchase Orders). Each team receives only their relevant transaction data through dedicated Google Sheets. For example, create an “Invoices Only” sheet for the sales team and a “Bills Only” sheet for accounts payable.
Step 2. Apply team-based filtering.
Combine transaction type selection with additional filters based on Department, Class, Salesperson, or custom fields. The sales team sees only Invoices and Sales Receipts for their territories, while accounting sees Bills and Payments for their approval workflow. Use AND/OR logic to create precise team-specific transaction views.
Step 3. Set up automated refresh schedules.
Configure different refresh schedules for each team’s transaction data based on their workflow needs. Accounting might need hourly updates for Bills and Payments to manage cash flow, while sales teams need daily Invoice updates to track revenue. The timezone-based scheduling ensures updates occur during appropriate business hours.
Step 4. Leverage multiple object access.
Take advantage of Coefficient’s access to all standard QuickBooks objects (Invoice, Customer, Payment, Bill, Purchase Order, Journal Entry, Sales Receipt) to create comprehensive transaction-type distributions. Operations teams get Purchase Orders and Bills, while customer service sees Sales Receipts and Customer data.
Step 5. Create team-specific workflows.
Establish separate Google Sheets for each team with their relevant transaction types, using Google Sheets’ sharing permissions to control access. Combine this with Coefficient’s export capabilities to allow teams to update transaction data and push changes back to QuickBooks when needed.
Give teams exactly the transaction data they need
Transaction-type-specific sharing eliminates data overload and ensures teams focus on the QuickBooks transactions relevant to their role. Automated distribution keeps everyone working with current data without manual report generation. Set up your transaction-type sharing system today.
