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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Syncing ApprovalsHQ approval data with QuickBooks spending records eliminates manual reconciliation and provides real-time visibility into approved versus actual spend.
This guide shows you how to create an automated sync that combines both data sources in Google Sheets for comprehensive spend tracking.
Connect live QuickBooks spend data with ApprovalsHQ approvals using Coefficient
Coefficient bridges the gap between QuickBooks and ApprovalsHQ by importing live data from both systems into a single Google Sheet. While QuickBooks can’t natively integrate with approval platforms, this approach gives you automated spend reconciliation without manual data exports.
How to make it work
Step 1. Import QuickBooks spending data.
Use Coefficient’s “From Objects & Fields” method to pull Purchase Orders, Bills, and Expenses from QuickBooks. Select custom fields including vendor names, amounts, transaction dates, and reference numbers. Set up daily automated refreshes to keep your spend data current.
Step 2. Import ApprovalsHQ approval data.
Connect your ApprovalsHQ data to the same Google Sheet using Coefficient’s API connector. Include matching fields like PO numbers, vendor information, and approved amounts that correspond to your QuickBooks transactions.
Step 3. Create automated matching logic.
Use VLOOKUP or INDEX/MATCH formulas to correlate approved amounts with actual QuickBooks transactions. Match on PO numbers as primary keys, then use vendor name and amount combinations for secondary matching.
Step 4. Build variance tracking calculations.
Create calculated columns showing approved versus actual spend differences using formulas like =B2-C2 for dollar variance and =(B2-C2)/B2 for percentage variance. Add conditional formatting to highlight discrepancies exceeding your tolerance thresholds.
Step 5. Set up exception alerts.
Configure conditional formatting rules to flag transactions that exceed approved amounts by more than 10% or lack corresponding approval records. This creates visual alerts for items requiring immediate attention.
Start tracking spend variance automatically
This automated sync eliminates the tedious export-import cycle that QuickBooks users typically face when reconciling approval data with actual spending. Get started with Coefficient to build your spend tracking dashboard today.
