QuickBooks Online Integration: Everything You Need to Know

It is challenging to keep customer transactions and financial records in sync across multiple platforms. Manual data entry leads to errors, tracking invoices takes extra time, and missed updates can cause reporting inconsistencies.  

With BigContacts’ QuickBooks Online integration, you can automatically sync customer records, invoices, payments, and estimates, ensuring that your sales and accounting systems work together seamlessly.

This guide walks you through how the integration works, key features, setup instructions, and troubleshooting tips.

Why Integrate QuickBooks Online with BigContacts?

Users often face three key challenges when managing financial and customer data separately:

• Duplicate data entry – Manually copying customer details and transactions between QuickBooks and CRM increases errors and wastes time.
• Missed financial insights – Without synced invoices, payments, and sales activity, teams lack a clear view of customer finances.
• Delayed follow-ups – Manually tracking due payments or sales opportunities makes it harder to engage customers at the right time.

How the Integration Solves These Problems

• Real-time Sync: Automatically updates customer records and financial transactions in both systems, eliminating manual entry.
• Better Customer Tracking: View invoices, payments, and past transactions inside BigContacts, ensuring a 360° view of customer interactions.
• Automated Follow-Ups: Trigger sales reminders, follow-ups, and email campaigns based on QuickBooks transactions.

Where to Find QuickBooks Online Data in BigContacts

Once your QuickBooks Online integration is active, you’ll see a dedicated QuickBooks section inside each contact’s BigContacts dashboard. This section provides a detailed financial overview, including customer records, payment details, and transaction history.

Here’s what you’ll find:

• QuickBooks Icon: Clicking the QB icon in the contact record opens the corresponding customer profile directly in QuickBooks Online.
• Payment & Billing Summary: A dedicated section displays key financial details such as payment terms, preferred payment method, and delivery preferences.
• Transaction History: A special folder labeled "QuickBooks Transactions" shows all invoices, payments, estimates, and sales receipts associated with the customer.
• Direct Access to Transactions: Each listed transaction includes a shortcut icon that opens it in QuickBooks Online for full details.

This ensures you can view, track, and manage customer transactions without leaving BigContacts, making your workflow more efficient.

Key Features of QuickBooks Online Integration

1) Customer Synchronization

• Any updates to customer records in QuickBooks or BigContacts automatically sync between both systems.
• This prevents duplicate data entry and ensures customer records remain consistent.
• Access QuickBooks payment details inside BigContacts’ Contact Dashboard, including payment terms, method, and history.

2) Transaction Synchronization

• Every invoice, payment, estimate, or sales receipt from QuickBooks Online appears inside BigContacts.
• Transactions are listed on each contact's dashboard under a special "QuickBooks Transactions" folder.
• Clicking on a transaction opens it in QuickBooks Online for full details.

Below is a chart of all the fields we currently synchronize between the two programs.

How Synchronization Works

Important Notes About Syncing Data

• Contacts won’t sync immediately upon connection—a record must be added or updated in QuickBooks or BigContacts to trigger the initial sync.
• After the first sync, updates in either system reflect on the other automatically.
• Both customer details and transactions sync between QuickBooks Online and BigContacts.

This means once the integration is active, customer records, invoices, payments, and estimates remain current across both platforms.

How to Set Up QuickBooks Online Integration

Step 1: 

Login to your BIGContacts CRM account. Enter the valid credentials and click on the sign-in button.

Step 2: 

Navigate to the Admin section and then click on the Add-ons & API.

Step 3: 

Click on the 'Connect QuickBooks Account' button.

Step 4: 

Enter the QuickBooks credentials and then click on the sign-in button to connect. 

Step 5: 

If this screen appears for you, enter the company name; if not, select the company from the dropdown menu. Now that QuickBooks is connected to sync the data, click the 'Connect' button.

Best Practices for a Smooth Integration

• Regularly sync data – Ensure financial records are accurate across both systems.
• Use tagging and custom fields – Categorize leads based on transaction history.
• Automate reminders – Set up follow-ups for overdue invoices and pending payments.
• Leverage CRM reporting tools – Track financial trends and customer interactions for smarter decision-making.

FAQs on QuickBooks Online Integration

1. How often does QuickBooks sync with BigContacts?

Once the integration is active, any updates to customer records or transactions in QuickBooks Online will be reflected in BigContacts within 2 minutes. Similarly, updates made to BigContacts appear in QuickBooks almost instantly. The first sync only occurs after an update or new record is added to either system.

2. Can I view QuickBooks transactions inside BIGContacts?

Yes. All QuickBooks Online invoices, payments, estimates, and sales receipts are stored in a dedicated "QuickBooks Transactions" folder inside the contact’s BigContacts dashboard. You can click on any transaction to open it directly in QuickBooks Online for further details.

3. What happens if I update a customer record on both systems simultaneously?

The most recent update is retained. If there’s a conflict between changes, QuickBooks Online data will take priority over CRM data. This ensures that financial records remain accurate and consistent across both platforms.

4. Does the integration support multi-currency transactions?

Yes, multi-currency transactions will sync if multi-currency support is enabled in your QuickBooks Online account. The exchange rates and currency details used in QuickBooks will also be reflected in BigContacts, ensuring seamless tracking of international transactions.