QuickBooks

Overview

The QuickBooks Integration enables Docspire to automatically send processed invoice and expense data directly to your QuickBooks Online account. By configuring a webhook output connection to QuickBooks, you can streamline your accounts payable workflow and eliminate manual data entry.

This integration uses the Webhook Output feature to deliver extracted document data to QuickBooks via their API, enabling seamless synchronization of vendor information, invoice details, line items, and payment terms.

Use Cases

Common scenarios for the QuickBooks integration include:

• Automated Bill Creation – Automatically create bills in QuickBooks from processed vendor invoices

• Expense Tracking – Push expense reports and receipts directly to QuickBooks for reconciliation

• Vendor Management – Sync vendor information extracted from documents with your QuickBooks vendor list

• Purchase Order Matching – Match invoices to existing purchase orders in QuickBooks

Prerequisites

Before setting up the QuickBooks integration, ensure you have:

• Administrator access to your Docspire organization

• An active QuickBooks Online account with API access

• QuickBooks API credentials (Client ID and Client Secret) from the Intuit Developer Portal

• Your QuickBooks Company ID (Realm ID)

Setting Up QuickBooks Integration

1. Navigate to Automation > Integrations in the left sidebar. Locate the Webhooks card in the Available Integrations section.

1. Click the Configure button to open the Webhook Configuration dialog. Select the Webhook Output tab.

1. In the Webhook Endpoint section, enter the following details:

Field	Value
Integration Name	QuickBooks AP Integration
Webhook URL	https://quickbooks.api.intuit.com/v3/company/4620816365214785230/bill
HTTP Method	POST

1. In the Authentication section, select OAuth 2 from the Auth Type dropdown. QuickBooks Online requires OAuth 2.0 authentication.

1. Select Authorization Code from the Grant Type dropdown.

1. Enter the OAuth 2 credentials from your Intuit Developer account.

*these are dummy credentials

1. Expand Additional Options and configure it if required.

1. (Optional) QuickBooks API may require additional headers. In the Custom Headers section, click + Add Header and add the following:

Header Name	Header Value
Content-Type	application/json
Accept	application/json

1. Click Save Configuration to activate the integration Review all settings to ensure they match your QuickBooks account configuration.

The integration will appear in the Active Integrations section with the label "Webhook Output" and "Output Source".

Verifying the Integration

After saving the configuration, verify the integration is working correctly:

1. Process a test invoice through Docspire to trigger data transmission.

2. Log into your QuickBooks Online account and verify the bill or expense was created.

3. Check Document Tracking in Docspire to monitor the webhook delivery status.

Data Mapping

When Docspire sends data to QuickBooks, the following fields are mapped:

Docspire Field	QuickBooks Field	Description
Vendor Name	VendorRef.name	Vendor display name
Invoice Number	DocNumber	Bill reference number
Invoice Date	TxnDate	Transaction date
Due Date	DueDate	Payment due date
Total Amount	TotalAmt	Invoice total
Line Items	Line[]	Individual line item details
Description	Line.Description	Line item description
Amount	Line.Amount	Line item amount

Managing the Integration

The QuickBooks integration can be managed from the Active Integrations section:

• View Details – The integration displays the connected QuickBooks endpoint URL

• Delete Integration – Click the red Delete button to remove the integration and stop sending data to QuickBooks

• Reconfigure – To update credentials or endpoint settings, delete the existing integration and create a new one

Best Practices

• Use a sandbox environment first – Test the integration with a QuickBooks sandbox account before connecting to your production environment.

• Monitor token expiration – QuickBooks OAuth tokens expire periodically. Ensure your refresh token flow is properly configured.

• Validate vendor mapping – Ensure vendor names in Docspire match or can be mapped to existing vendors in QuickBooks to avoid duplicate entries.

• Set up process notifications – Configure alerts for workflow failures to catch any integration issues early.

• Review chart of accounts – Ensure your QuickBooks chart of accounts includes the expense categories referenced in your documents.

Troubleshooting

Issue	Solution
401 Unauthorized error	OAuth token has expired. Regenerate tokens from the Intuit Developer Portal and update the integration.
400 Bad Request	Check that the Realm ID (Company ID) is correct and the API endpoint URL matches your QuickBooks environment.
Vendor not found	The vendor name extracted from the document does not exist in QuickBooks. Create the vendor manually or enable auto-create vendors.
Duplicate bill error	A bill with the same reference number already exists. Check your QuickBooks account for duplicates.
Data not appearing in QuickBooks	Verify the integration is active in the Active Integrations section. Check Document Tracking for delivery status.

Related Features

• Webhook Integration – Learn more about configuring webhook inputs and outputs for other systems.

• Document Tracking – Monitor the processing status of documents sent to QuickBooks.

• Process Notifications – Set up alerts for successful or failed QuickBooks data transfers.

• Validation Rules – Configure business rules to ensure data quality before sending to QuickBooks.