)
Written by
Table of Contents
“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.”
You can automatically sync QuickBooks Online budget vs actual data to Google Sheets for multiple departments using direct API connections that eliminate manual PDF exports entirely.
This guide shows you how to set up automated department-specific budget reporting that updates continuously without any manual intervention.
Set up automated budget vs actual sync using Coefficient
Coefficient connects directly to QuickBooks Online’s API to pull budget and actual data into Google Sheets. Unlike QuickBooks’ native reports that require manual PDF exports, Coefficient maintains live connections that update automatically on your schedule.
How to make it work
Step 1. Connect QuickBooks Online to Google Sheets via Coefficient.
Install Coefficient from the Google Workspace Marketplace and authorize your QuickBooks connection. You’ll need admin permissions to establish the connection, but you can share access with team members afterward.
Step 2. Import budget data using “From QuickBooks Report”.
Select the Budget Overview or Budget vs. Actuals report from Coefficient’s report list. Apply department filters using AND/OR logic to segment data by specific departments automatically.
Step 3. Create separate tabs for each department.
Set up individual sheets for each department (Marketing, Sales, Operations) and configure department-specific filters for each import. This ensures each team sees only their relevant budget data.
Step 4. Import actual data from P&L reports.
Use Coefficient’s “From Objects & Fields” import to pull actual expense data filtered by department. This gives you granular control over which accounts and time periods to include.
Step 5. Schedule automated refreshes.
Set up daily, weekly, or monthly refresh schedules based on your reporting needs. Coefficient will automatically update both budget and actual data, maintaining current variance calculations without manual intervention.
Step 6. Build variance analysis columns.
Create calculated columns using formulas like =Actual-Budget for dollar variance and =(Actual-Budget)/Budget*100 for percentage variance. These formulas will update automatically as new data syncs.
Transform manual budget reporting into automated insights
This automated approach eliminates the multi-hour manual process of exporting and combining budget reports. Your department budget vs actual reports stay current automatically, giving you real-time visibility into budget performance. Start building your automated budget reporting system today.
