QuickBooks Integration
Setting up QuickBooks#
OAuth 2.0~10 min setup
Close the loop between your CRM pipeline and accounting. Customers sync bidirectionally so account records stay consistent. When a deal moves to Closed Won, an invoice can be created in QuickBooks automatically — completing the Quote-to-Cash workflow with zero manual data entry.
Supported Features
| Feature | Details | Status |
|---|---|---|
| Customer sync | Bidirectional sync between CRM accounts and QuickBooks customers by company name | Supported |
| Auto-invoice on Close Won | Signed contract triggers automatic invoice creation in QuickBooks | Supported |
| Payment status sync | Invoice payment status (paid, overdue, outstanding) reflected on the CRM deal record | Supported |
| Revenue reporting | QuickBooks revenue totals feed into Coeffection's Reporting module for dashboards | Supported |
| Product/line item sync | CRM quote line items map to QuickBooks products and services | Supported |
| Tax calculation | QuickBooks tax rates applied to auto-generated invoices | Supported |
Before you begin
- ✓QuickBooks Online account (Simple Start, Essentials, Plus, or Advanced)
- ✓QuickBooks Admin or Accountant role
- ✓Admin or Finance role in Coeffection
Connecting QuickBooks
- 1Go to Admin → Integrations → QuickBooks and click Connect your QuickBooks Online account.
- 2Sign in via the QuickBooks OAuth popup and authorize Coeffection to access your company file.
- 3If you manage multiple QuickBooks companies, select the one to connect.
- 4Coeffection will fetch your existing QuickBooks customers and display a mapping preview.
Customer Mapping
After connecting, Coeffection matches CRM accounts to QuickBooks customers by company name. The mapping preview shows suggested matches — review each one and accept, reject, or manually override the match.
Admin → Integrations → QuickBooks — Customer Mapping
Suggested Matches
Acme Corporation→Acme Corp98%
TechStart Inc→TechStart Inc.95%
Global Solutions→No match found—
Auto-Invoice Configuration
- 1In the QuickBooks integration settings, toggle "Auto-invoice on Close Won".
- 2Configure the invoice template — select which QuickBooks income account, payment terms (Net 15, Net 30, etc.), and memo text to use.
- 3Map CRM quote line items to QuickBooks products/services — the mapper suggests matches by product name.
- 4Set your preferred sync frequency: real-time (webhook), hourly, or daily batch.
- 5Run an initial sync and review the results in the QuickBooks integration log.
⚠
Start with manual sync before enabling auto-invoice to verify that customer mapping is correct. Once you are confident the accounts align, switch to auto-invoice so invoices are created without any extra steps.
Quote-to-Cash Flow
When QuickBooks + DocuSign are both connected, the full Quote-to-Cash automation is:
Quote Draft→Contract Sent→Signed→Closed Won→Invoice Created
Each step is automatic — the signed DocuSign envelope triggers Closed Won, which triggers the QuickBooks invoice. Your sales team closes the deal; finance sees the invoice without lifting a finger.
Troubleshooting
Invoice wasn't created when a deal was won▾
Check that auto-invoice is enabled in Admin → Integrations → QuickBooks. Also verify the deal has a quote with line items — auto-invoice requires at least one line item to generate the invoice. Check the integration log for specific errors.
Customer mapping shows 'No match found'▾
Coeffection matches by company name. If the CRM account name differs from the QuickBooks customer name (e.g. 'Acme Corp' vs 'Acme Corporation'), manually map them using the mapping interface. Future records will use your manual mapping.
OAuth token expired▾
QuickBooks OAuth tokens expire after 100 days if not used. If the connection shows as expired, click Re-authorize in Admin → Integrations → QuickBooks to generate a new token. Coeffection auto-refreshes tokens during normal use, so this only happens if the integration is inactive for extended periods.
ℹ
Enable payment status sync so your sales team can see invoice status (paid, overdue, outstanding) directly on the deal record. This eliminates the "did they pay yet?" back-and-forth between sales and finance teams.