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QuickBooks Online Zapier integrationAutomate QuickBooks Online with Zapier.

The QuickBooks Online Zapier integration gives you 29 triggers, 33 actions and 15 searches to move invoices, payments, customers and bills between your books and the rest of your tools, without retyping a single line by hand.

Premium app Zapier reserves this app to its paid plans.

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Overview

What the QuickBooks Online Zapier integration actually does

It links your QuickBooks Online company file to the other apps you run. Something happens in your books (a bill lands, an invoice gets paid, a customer changes address) and Zapier carries it elsewhere. Or the reverse: a form, a store or a CRM writes a customer, an invoice or an expense into QuickBooks for you.

Three results people build first. A paid-invoice alert: New Paid Invoice fires when the balance hits zero, so sales hears about it without asking finance. A clean customer list: Find Customer looks the person up before anything is created, and its find-or-create box adds them only when nobody matches. A receipt trail: Create Expense books the spend, then Attach File(s) or Note pins the scanned receipt to it.

What Zapier does not do here matters just as much. No action deletes a record; the only way to cancel is Void Invoice, and only for invoices. Nothing that existed before the Zap was switched on gets picked up: last month's invoices stay where they are. And no step in the list produces a report or a balance sheet: every operation works on one record.

If you compare platforms, the same app is covered on our QuickBooks Online n8n integration and QuickBooks Online Make integration pages.

Vocabulary

Zapier vocabulary in one minute

Eight words carry the whole page. Read them once, they come back everywhere below.

Zap
The automation you build: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier sits and waits for it.
Action
What the Zap does after it starts: the step that writes, sends or moves something on your behalf.
Task
The unit Zapier bills. One action that completes successfully is one task, and your plan counts those.
Polling vs instant
A polling trigger is checked on a timer for new items. An instant trigger is pushed by the app itself, the moment the event happens.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already in an app, so the steps after it can reuse what it found.
Connection
Your QuickBooks Online account linked to Zapier once, then reused by every step that touches that app.
Cost

What a QuickBooks Online Zap really costs

QuickBooks Online is a premium app on Zapier: it needs a paid plan, or the free trial. The free plan does not open it at all.

  • TriggerNever billed
  • Successful action1 task each
  • Failed actionNot billed
  • Free plan100 tasks a month, two steps, no premium app
  • QuickBooks OnlinePremium: paid plan or free trial

The trigger costs nothing, and neither does Zapier checking for new data. Each action that succeeds is one task; one that fails is not counted. So a Zap with three actions eats three times what a one-action Zap does. A filter or a search also turns the Zap into a multi-step Zap (anything beyond one trigger and one action), which is paid territory anyway. That is why the first question on any QuickBooks Zap is how many actions it holds.

Connect

Connect QuickBooks Online to Zapier in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. A dialog opens with a search box: type QuickBooks Online and pick it from the results list.

  2. 02

    Sign in to QuickBooks

    Click Add connection. A new tab opens on the QuickBooks sign-in screen. Log in with the user that owns the company file, or one that can read and write the records your Zaps will touch.

  3. 03

    Grant access and come back

    Approve the access Zapier asks for. You need read or write access on whatever you do not own in the company file. From now on, every QuickBooks Online step in every Zap reuses it, so you only do this once.

First Zap

Your first Zap: send every new invoice that has an email

GoalEach invoice created in QuickBooks Online goes out by email on its own, but only when the customer has an address to send it to.

  1. 01

    Create the Zap

    Start a new Zap. On the trigger step, search QuickBooks Online and pick New Invoice as the event: it is the step that starts everything else.

  2. 02

    Pick the account and test

    Choose your QuickBooks connection, then run the test. Zapier brings back the three most recent invoices of the account. Pick one with a real customer on it: you map from that sample.

  3. 03

    Add the filter

    Click the plus icon, choose Filter. Pick the customer email as the field, then a rule that only lets through invoices that have one. Invoices without an address now stop here, with no task spent.

  4. 04

    Add Send Invoice

    Add a QuickBooks Online action step, event Send Invoice. Point it to the invoice the trigger brought in, so the Zap sends exactly the one that started it.

  5. 05

    Test, then publish

    Test the action once: a real email leaves, so use an invoice addressed to yourself. Read what came back, then click Publish to switch the Zap on.

Triggers

The 29 QuickBooks Online triggers

29 events start a Zap when something happens in QuickBooks Online, and 28 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Account

Instant trigger

In Zapier“Triggers when you add a new account.”

Fires when someone adds an account to your chart of accounts: a new bank account, a fresh expense category, a liability line. The test brings back the three most recent accounts of the company, so you map from a real one.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
your bookkeeper adds a category and you want the budget sheet, or the team that codes expenses, to learn about it without a separate email.
2

New Bank Transaction

Instant trigger

In Zapier“Triggers when a new bank transaction is created.”

Each time a bank line is created in QuickBooks Online, this one starts the Zap and hands over the transaction so you can route it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
you want large movements posted to a finance channel, or each line copied to a review sheet before reconciliation.
Watch out
a busy account produces a lot of lines; add a filter early so only the ones you care about reach a paid action.
3

New Bill

Instant trigger

In Zapier“Triggers when a new bill is added.”

A supplier bill added in QuickBooks Online starts the Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
every new bill should land in an approval board, so the person who signs off sees it the day it arrives.
Watch out
later edits to the same bill do not fire this one; Updated Bill covers changes.
4

New Customer

Instant trigger

In Zapier“Triggers when you add a new customer.”

Adding a customer to QuickBooks Online is enough to launch this Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
accounting is where clients get created first, and the CRM or the newsletter tool should receive them too.
Watch out
if another Zap creates customers in QuickBooks from that same CRM, the two can feed each other in a loop.
5

Estimate Emailed

Instant trigger

In Zapier“Triggers when an estimate is emailed.”

This one waits for the moment an estimate actually leaves QuickBooks by email, not the moment it is drafted.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
start a follow-up sequence, or log a sales activity, only once the prospect really has the quote in their inbox.
Watch out
a quote that is only drafted stays invisible here; New Estimate is the one for drafts.
6

New Estimate

Instant trigger

In Zapier“Triggers when you add a new estimate.”

Creating a quote in QuickBooks Online fires this trigger, before anyone emails it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the sales pipeline should show a deal at quote stage as soon as finance drafts the estimate, without anyone moving a card by hand.
Watch out
it fires before the quote is sent; Estimate Emailed waits for the email.
7

New Expense

Instant trigger

In Zapier“Triggers when a new expense is added.”

An expense added in QuickBooks Online sets this Zap off.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a manager wants a line in a spreadsheet for each expense on a project, kept up to date without exports.
Watch out
an expense edited after creation does not start the Zap again; keep that in mind before using it for approvals.
8

New Invoice Due

Polling trigger

In Zapier“Triggers when an invoice becomes due within a specified number of days.”

Unlike the rest of this list, this trigger does not react to an event: it watches due dates and picks up invoices that fall due within the number of days you set.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a polite reminder to the client, or a task for whoever chases payments, a few days before the deadline.
Watch out
it is the only one of the 29 that waits for a check, so a short delay is normal here and nowhere else.
9

Invoice Emailed

Instant trigger

In Zapier“Triggers when an invoice is emailed.”

Here the event is the send itself: an invoice going out by email from QuickBooks Online starts the Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
you want the sent date written into your CRM, or a follow-up timer started, at the exact point the client received the bill.
Watch out
invoices created but not emailed never reach this Zap; New Invoice covers those.
10

New Invoice

Instant trigger

In Zapier“Triggers when you add a new invoice.”

The trigger behind the Zap drawn above: any invoice added to the company file starts the run.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
copy each invoice into a revenue sheet, notify the account owner, or send it out automatically as in the Zap above.
Watch out
invoices created by another Zap fire it too, which is fine until that Zap also reacts to invoices.
11

New Bill Payment

Instant trigger

In Zapier“Triggers when a new bill paid.”

When you pay a supplier bill in QuickBooks Online, this trigger passes the payment on, so the other side of the bill story can be told. Waiting for it costs nothing: only the actions placed after it are counted as tasks.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
close the approval card that New Bill opened, or tell the vendor contact that the money left.
12

New Credit Memo

Instant trigger

In Zapier“Triggers when a new credit memo is created.”

Issuing a credit memo, the document that lowers what a customer owes, starts this Zap with the amount and the customer.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
customer support should see refunds and goodwill credits in the ticket, without asking finance each time.
Watch out
corrections to an existing memo go through Updated Credit Memo, not this one.
13

New Deposit

Instant trigger

In Zapier“Triggers when a there is a new deposit.”

Money recorded as a deposit into one of your accounts kicks off this trigger.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a cash-position sheet that updates itself, or a heads-up to the founder when funds actually hit the bank.
Watch out
customer payments have their own trigger, New Payment; this one only sees what gets recorded as a deposit.
14

New Journal Entry

Instant trigger

In Zapier“Triggers when a new journal entry is created.”

Manual journal entries, the adjustments your accountant posts, each start the Zap as soon as they are saved. Entries posted before the Zap was published stay out of reach; only new ones come through. One entry, one run of the Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an audit trail outside QuickBooks, where every adjustment gets logged.
15

New Paid Invoice

Instant trigger

In Zapier“Triggers when the balance of an invoice becomes zero.”

The trigger fires when an invoice balance drops to zero, which is the precise meaning of paid in QuickBooks Online.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
unlock a client project, send a thank-you, or move a deal to won the moment the money is fully in.
Watch out
a partial payment does nothing here; New Payment is the one that sees every instalment.
16

New Product

Instant trigger

In Zapier“Triggers when a new product is created.”

Adding an item to your product and service list in QuickBooks is what launches this one.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the catalogue lives in accounting, and your online store or quoting tool needs the same item and price.
Watch out
price changes on an existing item will not reach the store through this trigger; plan a separate route for updates.
17

New Project

Instant trigger

In Zapier“Triggers when a new project is created.”

Creating a project in QuickBooks Online starts this Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
open the matching board in your project tool, with the client name already filled in, the moment finance sets the job up.
Watch out
the test needs at least one existing project in the account, or there is no sample to map from.
18

New Refund Receipt

Instant trigger

In Zapier“Triggers when there is a new refund receipt.”

Money handed back to a customer through a refund receipt starts the Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
keep your store or support desk in step, so the order shows as refunded where the customer will look.
Watch out
a credit memo is a different document; if your team uses both, you need both triggers.
19

New Time Entry

Instant trigger

In Zapier“Triggers when a new time entry is created.”

Hours logged in QuickBooks Online reach Zapier through this trigger, one entry at a time.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a live timesheet in a shared sheet, so project leads see hours as they come in rather than at month end.
Watch out
a team that logs many short entries spends a task per entry on every action you add.
20

New Payment

Instant trigger

In Zapier“Triggers when a payment is received (with line item support).”

Every customer payment received, full or partial, starts this Zap, and the line details come along with it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a payments log for sales, or a receipt message the instant money comes in, including instalments.
Watch out
if all you care about is fully paid invoices, New Paid Invoice avoids firing on each partial payment.
21

New Purchase Order

Instant trigger

In Zapier“Triggers when a new purchase order is added.”

Raising a purchase order, the order you send a supplier before any bill exists, starts this trigger.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the warehouse or the requester gets a note with what was ordered and from whom, without logging into accounting.
Watch out
there is no trigger for an updated purchase order, so later edits stay inside QuickBooks.
22

New Sales Receipt

Instant trigger

In Zapier“Triggers when a new sales receipt is added.”

A sales receipt records a sale paid on the spot; each new one fires the Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
counter or event sales that should update a stock sheet, or a loyalty list, right after the till.
Watch out
invoices paid later are not sales receipts, so this one misses them by design.
23

New Supplier Credit

Instant trigger

In Zapier“Triggers when a new supplier credit is created.”

When a vendor gives you a credit, and someone records it in QuickBooks, this trigger reports it. The trigger itself is free; each action that follows and succeeds is one task.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
let purchasing know they have money to use with that supplier before the next order goes out.
24

Updated Bill

Instant trigger

In Zapier“Triggers when a bill is updated.”

Any change saved on an existing supplier bill, a new amount, a moved due date, a different line, starts this Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
keep the approval board in sync when finance corrects a bill after it was first entered.
Watch out
an Update Bill action in the same Zap will fire this trigger again and loop.
25

Updated Credit Memo

Instant trigger

In Zapier“Triggers when a credit memo is updated.”

Edits to a credit memo already in the books start the run, so downstream copies do not drift from the original. None of the 33 actions edits a credit memo, so a Zap built on it cannot loop by writing back to the same memo.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the support ticket shows the credit amount, and finance changed it after a second look.
26

Updated Customer

Instant trigger

In Zapier“Triggers when an existing customer is updated.”

A customer record edited in QuickBooks, new email, new address, new phone, starts this trigger with the current details.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
accounting is the place where billing details get corrected, and your CRM should follow.
Watch out
if your CRM also writes into QuickBooks through Update Customer, the two Zaps can bounce changes forever.
27

Updated Estimate

Instant trigger

In Zapier“Triggers when an existed estimate is updated.”

Reworking a quote after a client call, a line removed, a discount added, sends the revised estimate through Zapier.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the deal value in your pipeline should match the latest estimate, not the first draft.
Watch out
an Update Estimate action on the same records in the same Zap will fire it again and loop.
28

Updated Invoice

Instant trigger

In Zapier“Triggers when an invoice is updated.”

Saving changes on an invoice that already exists fires this one, whatever the change was.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a revenue sheet that must reflect corrections, credits applied or new lines, not just the original total.
Watch out
pair it with Update Invoice on the same records and the Zap sets itself off again.
29

New Vendor

Instant trigger

In Zapier“Triggers when a new vendor is added.”

A supplier added to your vendor list in QuickBooks Online starts this Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
onboarding a supplier means paperwork elsewhere, a folder, a checklist, a contact in the purchasing tool.
Watch out
vendor details edited later do not fire anything; there is no updated-vendor trigger in this list.
Actions

The 33 QuickBooks Online actions

QuickBooks Online gives you 33 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Attach File(s) or Note

Action

In Zapier“Attach a file or note to a QuickBooks record, or upload a standalone file without linking it to a record”

Pins a document or a short note to a QuickBooks record, or stores a file on its own.

When to use it
scanned receipts, signed contracts or delivery notes that belong next to the expense or invoice.
Watch out
you must choose between file and note first; the fields that follow depend on it.
2

Create Bill (Item Based)

Action

In Zapier“Create a new bill, optionally tied to a customer.”

Enters a supplier bill built from products or services, optionally tied to a customer.

When to use it
simple bills arriving from a purchasing tool with known items.
Watch out
two actions share this exact name; this one has no line-item support, the other does.
3

Create Bill (Account Based)

Action

In Zapier“Create a new bill, optionally tied to a customer (with line item support).”

Records a supplier bill against expense accounts rather than products, line by line.

When to use it
rent, subscriptions and services you do not stock fit accounts better than items.
Watch out
the accounts must exist in your chart before the Zap can pick them.
4

Create Bill (Item Based)

Action

In Zapier“Create a new bill, optionally tied to a customer (with line item support).”

The line-item version of the item-based bill: several products on one supplier document.

When to use it
your source sends multi-line orders and each line must land on the bill.
Watch out
it shares its name with the previous action; this is the one with line-item support.
5

Create Deposit

Action

In Zapier“Creates a new deposit in QuickBooks.”

Posts money into one of your accounts, with an amount, a source account and a Deposit To Account.

When to use it
payouts from a payment platform that should appear as deposits in the right bank account.
Watch out
both accounts are required, so check the signed-in user can see them.
6

Create Employee

Action

In Zapier“Creates a new employee.”

Writes a new employee into QuickBooks Online; it needs both a given name and a family name.

When to use it
your HR tool hires someone and their time needs to be tracked in accounting from day one.
Watch out
a single full-name field from your form must be split before mapping.
7

Create Credit Memo

Action

In Zapier“Creates a new credit memo.”

Issues a credit to a customer, the document that reduces what they owe you.

When to use it
a support tool approves a goodwill gesture and finance should not have to type it in.
Watch out
Apply Tax After Discount only exists on US versions of QuickBooks.
8

Create Customer

Action

In Zapier“Adds a new customer.”

Adds a customer record to QuickBooks; only the full name is mandatory.

When to use it
a deal is won in the CRM and accounting needs the client before the first invoice.
Watch out
nothing stops a duplicate here; put Find Customer with its find-or-create option in front instead.
9

Create Estimate

Action

In Zapier“Create a new estimate (with line item support).”

Drafts a quote for a customer you pick, with as many lines as your source sends.

When to use it
a quote request form or a CRM stage should produce the estimate without retyping.
Watch out
ticking Send later also means filling the email field, or nothing will go out.
10

Create Expense

Action

In Zapier“Creates a new expense using check, cash, or credit card.”

Books spending paid by check, cash or card against the bank or credit account you choose.

When to use it
expense apps or card feeds that should end as categorised spend, not loose receipts.
Watch out
Print Later only means something when the payment type is check.
11

Create Product/Service

Action

In Zapier“Creates a new product or service.”

Puts a new item into your product and service list so invoices and receipts can use it.

When to use it
products are created in your store first and the books should carry them too.
Watch out
the Is Taxable? box only applies to US companies.
12

Create Journal Entry

Action

In Zapier“Creates a new journal entry.”

Posts a manual adjustment, debit and credit, each side tied to an account.

When to use it
recurring allocations computed in a sheet that your accountant then posts by hand.
Watch out
with the auto-number box ticked, whatever you put in the journal number is ignored.
13

Create Invoice

Action

In Zapier“Adds a new invoice (with line item and bundle item support).”

Builds an invoice for a chosen customer, line items and bundles included, numbered for you if you tick the auto-number box.

When to use it
an order paid on account in your store, or a signed contract, should become a bill in QuickBooks.
Watch out
Send Later only sends if the invoice or the customer carries an email address.
14

Create Sales Receipt

Action

In Zapier“Adds a new sales receipt (with line item support).”

Records a sale already paid, with lines, and can number the receipt on its own.

When to use it
each order from a checkout page should appear in the books as cash received, not as an open invoice.
Watch out
picking this for unpaid orders inflates your takings; Create Invoice fits those.
15

Create Payment

Action

In Zapier“Creates a new payment, optionally linked to an invoice.”

Logs money received from a customer, with a total amount, and can tie it to an invoice.

When to use it
your payment processor confirms a charge and the matching invoice should close in QuickBooks.
Watch out
on multicurrency accounts, the Reference Currency option decides which currency the payment uses.
16

Create Purchase Order

Action

In Zapier“Creates a new purchase order.”

Raises an order to a supplier, which needs a product or service, a quantity and an amount.

When to use it
stock falls low in your inventory sheet and a draft order should be waiting in QuickBooks.
Watch out
the amount can sit here or under the account details, but one of them must be filled.
17

Create Refund Receipt

Action

In Zapier“Creates a new refund receipt.”

Records cash handed back for products or services, with at least one product line required.

When to use it
a return processed in your store should be mirrored in the books the same day.
Watch out
without a product picked from your list the step fails, so the item must exist first.
18

Send Estimate

Action

In Zapier“Sends an estimate.”

Mails a quote to the client, identified by its Estimate Id, which is required.

When to use it
a manager approves the quote in another tool and it should leave right then.
Watch out
map the ID from a trigger or a Find Estimate step; typing it by hand defeats the point.
19

Send Invoice

Action

In Zapier“Send an existing invoice.”

Emails an invoice that already exists in the books to its customer.

When to use it
invoices are created in bulk or by another Zap, and you want them dispatched without opening each one.
Watch out
it creates nothing; the invoice must already exist, from New Invoice or Create Invoice.
20

Send Sales Receipt

Action

In Zapier“Send an existing sales receipt.”

Pushes an existing sales receipt to the customer's inbox as proof of payment.

When to use it
receipts are created by a Zap from your till and buyers expect a copy by email.
Watch out
it only sends; the receipt has to exist already, usually from Create Sales Receipt one step earlier.
21

Create Time Activity

Action

In Zapier“Creates a new single time activity.”

Logs a single block of time, first asking whether it belongs to an employee or a vendor.

When to use it
hours tracked in a timer app should become billable time in QuickBooks.
Watch out
Time Activity Type is required; left empty, the step stops on a missing-field error.
22

Update Bill

Action

In Zapier“Updates an existing bill.”

Alters a supplier bill you identify by its Bill ID.

When to use it
the approval tool adjusts an amount and QuickBooks should hold the approved figure.
Watch out
without the Bill ID the step cannot run; a New Bill trigger or an earlier step has to supply it.
23

Update Customer

Action

In Zapier“Updates an existing customer.”

Changes an existing customer you pick, from contact details to the active or taxable flags.

When to use it
a client updates their billing address in the CRM and accounting should follow.
Watch out
Bill with Parent only works if you also select the parent customer in this step, even an unchanged one.
24

Update Estimate

Action

In Zapier“Updates an existing estimate.”

Rewrites a quote that already exists, found by its Estimate ID.

When to use it
the deal changes in your CRM and the matching estimate should change with it.
Watch out
paired with the Updated Estimate trigger on the same records, it will set itself off again.
25

Update Invoice

Action

In Zapier“Updates an existing invoice (with line item support).”

Corrects an existing invoice, lines included, and can switch on payment by card or bank transfer.

When to use it
a project scope changes after billing and the invoice must match the new terms.
Watch out
as with creation, Send Later needs an email address somewhere.
26

Update Product

Action

In Zapier“Updates an existing product.”

Modifies an item in your list: price, tax handling, active status, sub-item placement.

When to use it
prices are set in your store and the books must charge the same amount.
Watch out
sub-items on inventory are being phased out in favour of categories, so avoid building on them.
27

Update Purchase (Expense)

Action

In Zapier“Updates an existing purchase/expense transaction.”

Reworks an existing expense, found by Purchase ID, with its payment type and line type.

When to use it
a receipt scanner corrects the category after the expense was booked.
Watch out
the line type you choose decides which extra fields become mandatory below it.
28

Update Sales Receipt

Action

In Zapier“Updates an existing sales receipt.”

Edits a sales receipt you point to with its Sales Receipt ID.

When to use it
an order is adjusted in your shop after payment and the books should show the final sale.
Watch out
without that ID the step cannot run; Find Sales Receipt supplies it.
29

Update Vendor

Action

In Zapier“Updates an existing vendor.”

Edits a supplier chosen with Select Vendor, including whether it is active.

When to use it
your purchasing tool marks a supplier as retired and QuickBooks should stop offering it.
Watch out
the Vendor 1099 box marks an independent contractor who receives a 1099-MISC form, with no tax withheld.
30

Create Vendor

Action

In Zapier“Adds a new vendor.”

Registers a new supplier from a form or a purchasing tool, with Full Name as the one required field.

When to use it
a supplier onboarding form should end with the vendor ready for bills.
Watch out
the same name typed twice gives two vendors; Find Vendor can check first.
31

Create Vendor Credit

Action

In Zapier“Creates a new vendor credit.”

Records a credit a supplier owes you; the vendor is the only mandatory field.

When to use it
a returns tool confirms goods sent back and the credit should exist before the next bill.
Watch out
the vendor must already be in QuickBooks, so a Find Vendor step often comes first.
32

Void Invoice

Action

In Zapier“Void an invoice.”

Voids an existing invoice in QuickBooks Online.

When to use it
an order is cancelled upstream and its invoice should stop counting as owed.
Watch out
it works on an invoice that already exists, so a Find Invoice step or an invoice trigger has to hand it over first.
33

API Request (Beta)

Action

In Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”

An advanced step for what the list above lacks: it sends your own request to QuickBooks, signed with your existing connection.

When to use it
a developer on your team needs a record type that no ready-made action covers.
Watch out
requests only go to QuickBooks addresses, and Stop on error decides whether a failure halts the Zap.
Searches

The 15 QuickBooks Online searches

15 search steps look for data that already exists in QuickBooks Online, so a later step can use it.

A search step finds a record that already exists, so the next step can use its ID instead of creating a twin. In the editor they sit at the bottom of the event list, under SEARCH. Each one has three settings worth knowing before you rely on it.

1

Find Account

Search

In Zapier“Find an account by name.”

Looks up an account of your chart by its name, so a later step can post to it.

When to use it
an expense category arrives as text from a form and must become a real account reference.
Watch out
the account name is mandatory; a spelling gap means nothing found.
2

Get Attachments

Search

In Zapier“Get attachments from a record.”

Retrieves the files and notes pinned to a record.

When to use it
copy the receipts attached to an expense into a shared drive for the auditor.
Watch out
it only reads; to add a file or a note to a record, the action is Attach File(s) or Note.
3

Find Customer

SearchFind or create

In Zapier“Find a customer by name or email address.”

Finds a customer by display name, email or ID, the field you choose first.

When to use it
before any invoice, so it lands on the right client. Its find-or-create twin, Find or Create Customer, adds the client when nobody matches.
Watch out
the value must match exactly what QuickBooks holds, spacing included.
4

Find Estimate

Search

In Zapier“Finds an estimate.”

Locates an existing quote so its ID can feed a send or an update.

When to use it
the CRM marks a deal approved and the matching estimate should go out with Send Estimate.
Watch out
several estimates for one client are common; decide which one the multiple-results setting keeps.
5

Find Class

Search

In Zapier“Finds a class based on name or ID.”

Retrieves a class from QuickBooks Online by its name or its ID.

When to use it
transactions created by a Zap should carry the right class from the start.
Watch out
it only reads classes; none of the 33 actions creates one, so the class must exist in QuickBooks first.
6

Find Customer by Query

Search

In Zapier“Finds customers using custom SQL-like WHERE clause syntax for advanced querying.”

For finer lookups than name or email, this one takes a condition written in QuickBooks' own query language.

When to use it
you need customers by company name, by first and last name together, or by email domain.
Watch out
the syntax is strict and unforgiving; test the clause on a known customer first.
7

Find Employee

SearchFind or create

In Zapier“Finds an employee based on display name or ID.”

Finds an employee by display name or ID. Find or Create Employee is the same search with the create box ticked.

When to use it
time from a tracker must be logged against the right person.
Watch out
with create on, a misspelt name quietly adds a new employee.
8

Find Payment

Search

In Zapier“Finds a payment based on Id.”

Fetches a payment, and only by its Id, which is required.

When to use it
a later step needs the full payment details that the trigger did not carry.
Watch out
no lookup by amount or customer here; the Id has to come from an earlier step.
9

Find Products

Search

In Zapier“Find products by names (with line item support)”

Takes several product names at once and returns each match, ready for invoice lines.

When to use it
an order with many lines arrives from your store and each line needs its QuickBooks item.
Watch out
not to be confused with Find Product, which takes one name or a SKU and offers a find-or-create mode.
10

Find Purchase (Expense)

Search

In Zapier“Find a purchase/expense transaction by various criteria such as vendor, date, amount, or document number.”

Tracks down an expense using the vendor, the date, the amount or the document number.

When to use it
a receipt arrives later and must be attached to the expense already booked.
Watch out
searching by amount alone can match several expenses; combine criteria.
11

Find Purchase Order

Search

In Zapier“Finds a purchase order by ID or document number.”

Gets a purchase order back by its ID or document number.

When to use it
a supplier delivery note quotes the order number and you want the order details alongside.
Watch out
it finds the order but cannot change it: no action in this list updates a purchase order.
12

Find Sales Receipt

SearchFind or create

In Zapier“Finds a sales receipt by ID, Customer Name or Sales Receipt Number.”

Retrieves a sales receipt by ID, customer name or receipt number, chosen in Search By. Find or Create Sales Receipt is this search, set to create.

When to use it
feeding Update Sales Receipt or Send Sales Receipt.
Watch out
a customer name may match many receipts.
13

Find Invoice

Search

In Zapier“Find an invoice using either Invoice Number, Invoice ID or Invoice Date or Due Date.”

Brings back an invoice using its number, its ID, its date or its due date.

When to use it
a payment notice quotes an invoice number and Create Payment must link to that invoice.
Watch out
a date matches every invoice of that day, so the multiple-results setting matters.
14

Find Product

SearchFind or create

In Zapier“Find a product by name or sku”

Finds one item by name or SKU. Its variant, Find or Create Product, adds the item when it is missing.

When to use it
every invoice line from your store needs a real item behind it.
Watch out
create mode will add any typo as a new product, so clean names upstream.
15

Find Vendor

SearchFind or create

In Zapier“Find a vendor by name.”

Matches a supplier by name, exactly as the display name reads in QuickBooks Online. Find or Create Vendor is the same step with creation ticked.

When to use it
before Create Bill or Create Vendor Credit.
Watch out
a trailing space breaks the match.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, an empty search stops the Zap and skips the steps that needed it. Switched on, the Zap carries on with nothing found.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into a find-or-create: it then asks for the fields needed to create the missing record, and the setting above disappears.
  3. If multiple search results are found?
    Several matches: keep the first one (the default), stop the Zap, or pass every match along at once.
When it breaks

When a QuickBooks Online Zap breaks

Zapier's help centre names two QuickBooks errors in its article titles. The other cards come from Zapier's general limits and from the fields of the steps.

Most failures here trace back to one of six situations. Each card names the symptom, then the fix. For a deeper look at reading a failed run, our Zapier troubleshooting page goes further.

  • Nothing could be found for the search

    A Find step came back empty. Find Customer and Find Vendor want the value exactly as QuickBooks holds it. Check spelling and spacing, or switch on the option that lets an empty search carry on.

  • Required fields are missing

    The action lacks a mandatory value: the customer on Create Invoice, the full name on Create Customer, a product on Create Refund Receipt. Map it from an earlier step.

  • The invoice was created but never sent

    Send Later needs an email, on the invoice or on the customer. Without one, there is no address to send it to.

  • Old invoices were never picked up

    A Zap only reacts to what happens after you switch it on. Invoices from last month stay where they are; moving a backlog is a separate job.

  • The Zap keeps setting itself off

    Updated Invoice as the trigger and Update Invoice as the action, on the same records, make a loop that burns tasks. Filter out the Zap's own changes.

  • A bulk import was held back

    After a migration, a trigger can suddenly return a huge batch. Zapier's flood protection can hold it back instead of firing every run.
Need help

Need help automating QuickBooks Online with Zapier?

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FAQ

QuickBooks Online and Zapier: the questions people ask

01Is the QuickBooks Online Zapier integration free?
No. QuickBooks Online is a premium app on Zapier, which means it only opens on a paid plan or during the free trial. The free plan gives 100 tasks a month and Zaps of two steps, but it does not include premium apps, so QuickBooks Online is simply not available there. Budget for a paid plan from the start. The good news is that a paid plan also unlocks filters and searches, which help avoid duplicate customers and empty sends.
02How many tasks does a QuickBooks Online Zap use?
One per action that succeeds, and nothing for the trigger. A Zap that waits for New Invoice and then runs Send Invoice spends one task per invoice. Add Find Customer and a Create Payment step and the same invoice now costs three tasks. Failed actions are not billed, and Zapier checking for new data is free too. The real lever is the filter: it stops unwanted records before any action runs, so they cost nothing at all.
03Does QuickBooks Online work in real time with Zapier?
Almost always, yes. Out of 29 triggers, 28 are instant: QuickBooks tells Zapier about the event itself, so the Zap starts at once on any plan. The one exception is New Invoice Due, which Zapier checks on a timer: every 15 minutes on Free, every 2 minutes on Professional, every minute on Team and Enterprise. Since QuickBooks needs a paid plan anyway, that delay stays short in practice. A Zap on an instant trigger shows a lightning bolt in the editor.
04What is needed to connect a QuickBooks Online account?
A QuickBooks Online login, and the rights to read or write the records your Zaps will touch. The connection is made once from the Apps page of your Zapier account: add a connection, pick QuickBooks Online, sign in in the tab that opens, and grant access. Every Zap then reuses it. Sign in with a user who can see the bank and expense accounts, because several actions, like Create Expense and Create Deposit, need one picked from your chart.
05Why does Find Customer say nothing was found when the client exists?
Because the value must match exactly. Find Customer compares your input with the display name, the email or the ID stored in QuickBooks Online, character for character. A middle initial or a trailing space is enough to miss. Map the email rather than a typed name when you can. And if the Zap should go on even when nobody matches, switch on the setting that treats an empty search as a success, or use the find-or-create option.
06What if the QuickBooks Online operation you need is not listed?
Then API Request (Beta) is the way in. It sends a request of your own to QuickBooks Online, signed with the connection you already set up, so no extra login is needed. It is an advanced step: someone has to know what the QuickBooks API expects, and requests only reach QuickBooks addresses. For simple gaps, chaining two existing steps, a search then an update, often covers the need without going that far.
07Zapier, Make or n8n for QuickBooks Online?
It depends on three criteria rather than on a winner. Zapier counts one task per successful action and covers QuickBooks with 77 visible operations, 28 of the 29 triggers instant. Make and n8n have their own billing and their own list of QuickBooks operations, to check on their pages. On Zapier, the trigger itself never costs a task. Compare the volume you expect, who will maintain the Zaps, and whether the operations you need exist on each side.
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