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QuickBooks Online Integration

Updated

Connect Insightly to QuickBooks Online to view customer summaries and invoice, payment, and estimate status against your CRM records.

On this page:

What the integration does

  • View QuickBooks information inside Insightly.
  • Copy and link data between the two systems.
  • Create new QuickBooks customers from Insightly.

⚠️ This is not a two-way sync. The integration surfaces and links data; it does not keep the two systems continuously synchronized.

Connecting

An administrator with an Intuit login connects the accounts, then chooses which Insightly users can see customer summaries and the status of individual invoices, payments, and estimates.

ℹ️ The Insightly QuickBooks connector only supports the connection of one QuickBooks account. Insightly AppConnect can be used to integrate with additional accounts if necessary.

Insightly Integrations Page with QuickBooks Install Button — The Insightly integrations settings page displays several available integrations including Slack, QuickBooks, MailChimp, and Metrics, with a red arrow pointing to the “Install” button for Intuit QuickBooks. This helps users identify where to click to begin installing the QuickBooks integration within their Insightly CRM account.

Insightly Integrations Page with QuickBooks Install Button

Connecting Insightly to QuickBooks Integration — The screenshot shows the Intuit QuickBooks Integration page in Insightly, where the integration status indicates it is not yet installed. A red arrow highlights the “Connect to QuickBooks” button that users must click to begin the setup process.

Connecting Insightly to QuickBooks Integration

QuickBooks Integration Permissions Settings Panel — The screenshot shows the Intuit QuickBooks integration settings in Insightly, where the integration is confirmed as installed and permissions can be set to either everyone or select individuals. A red arrow highlights the “Save Permissions” button, indicating users must click it after choosing who can access the integration.

QuickBooks Integration Permissions Settings Panel

ℹ️ Sales Receipts will not transfer or display in the QuickBooks tab.

Disconnecting

To disconnect Insightly from your QuickBooks account, remove the permissions you’ve granted. Log into QuickBooks Online and revoke access under Manage My Apps in the Intuit App Center, then click Disconnect next to the app name to remove the connection.

Using QuickBooks

Once installed, the QuickBooks icon and subtab appear on organizations, contacts, opportunities, and projects.

QuickBooks Integration Icon on Contact Record — The screenshot shows a contact record for Tracy Stinson in Insightly CRM, with the QuickBooks (QB) integration icon highlighted in the tab area. This indicates how users can access or identify the QuickBooks sync option directly from a contact’s profile page.

QuickBooks Integration Icon on Contact Record

Organizations and contacts

  1. Open a contact or organization and click the QuickBooks icon. Insightly automatically searches for a matching organization (by name) or contact (by name or email) in QuickBooks Online.
  2. If no match is found, type a name in the search box and click Search.
Linking a Contact to QuickBooks Customer — The QuickBooks tab within an Insightly contact record shows a search panel with the contact’s name pre-filled, along with Search and New Customer buttons. A matching QuickBooks customer named Tracy Stinson appears below with an Add Link button, allowing users to connect the CRM contact to their QuickBooks account.

Linking a Contact to QuickBooks Customer

ℹ️ If no matching customer exists in QuickBooks, click New Customer to create one without leaving Insightly. This only creates Customers, not Vendors.

  1. When a match is found, click Add Link. Insightly then shows a QuickBooks overview. Contact information and a financial summary.
  2. From the Actions menu in the subtab, you can Unlink the record, Copy basic information (addresses, phone/fax, email, website) between the two systems, or View the linked QuickBooks item in a new tab.
Viewing a QuickBooks Contact from Insightly — The screenshot shows a contact record for Tracy Stinson in Insightly CRM with the QuickBooks Actions dropdown menu open, highlighting the “View In QuickBooks” option. This demonstrates how users can navigate directly from an Insightly contact to the corresponding QuickBooks record using the integrated actions menu.

Viewing a QuickBooks Contact from Insightly

  1. Below the overview, Insightly lists estimates, invoices, and payments. Use the Show dropdown to filter which items display.
Filtering Invoice Items in Contact Record — A dropdown menu on a contact’s profile page shows options to filter financial records, including All Items, All Invoices, Open Invoices, Overdue Invoices, Open Estimates, Recently Paid, and Money Received. This filter helps users quickly narrow down transaction history for a specific contact without scrolling through all records.

Filtering Invoice Items in Contact Record

  1. With an Intuit login, click View on any item to open it directly in QuickBooks Online.
Customer Invoice Record with Overdue Balance — This screenshot shows a customer profile page for Tracy Stinson in Insightly CRM, displaying an overdue invoice of $1,730.30 from February 2016 with a due date of March 31, 2016. It illustrates how overdue balances and invoice history appear on a customer record, which is useful for understanding how to track unpaid invoices.

Customer Invoice Record with Overdue Balance

Opportunities and projects

Opportunities and projects don’t carry contact information the way contacts and organizations do, so they show QuickBooks items two ways: direct links you search for and select yourself, and indirect Insightly Links: items already linked to the contacts or organizations connected to that record.

Linking QuickBooks records directly:

  1. Since opportunities and projects lack contact details to auto-match against, link by date or document number instead: open the Invoice Actions, Payment Actions, or Estimate Actions menu and choose Find.
Finding and Linking QuickBooks Invoices in Insightly — The screenshot shows an Insightly opportunity record with the QuickBooks tab selected, displaying the Invoice Actions dropdown menu expanded to reveal the “Find Invoices to Link” and “Show Linked Invoices” options. This helps users understand how to connect existing QuickBooks invoices to an opportunity that currently has no linked invoices.

Finding and Linking QuickBooks Invoices in Insightly

  1. Enter a document number and/or date range, then click Find.
QuickBooks Invoice Search Results in Insightly — The QuickBooks integration panel in Insightly displays invoice search fields including Doc Number, Start Date, and End Date, with a “Find Invoices” button. A search for invoices between 10/13/2013 and 10/13/2014 returned 2 invoices totaling $1,835.30, demonstrating how users can locate and link QuickBooks invoices to Insightly records.

QuickBooks Invoice Search Results in Insightly

  1. Click Link to connect a matching QuickBooks item to the current record, or View to open it directly in QuickBooks.
QuickBooks Unlinked Invoices List in Insightly — The screen displays a list of QuickBooks invoices within Insightly CRM, showing invoice details such as date, customer name, balance, and total, with options to View or Link each invoice. The highlighted View and Link buttons on the first invoice indicate how users can connect QuickBooks invoices to Insightly records.

QuickBooks Unlinked Invoices List in Insightly

  1. Once linked, the item shows an Un-Link button instead.
Invoice linking status in Insightly CRM — A table displays two invoices linked to Insightly, showing details like date, customer, balance, and status (Open or Overdue). The “Un-Link” button highlighted in red on the second row demonstrates how users can remove an invoice’s connection to an Insightly record.

Invoice linking status in Insightly CRM

Insightly Links: clicking the QuickBooks icon on an opportunity or project also shows every QuickBooks item already linked to that record’s connected organizations and contacts, labeled Insightly Link to distinguish them from direct links.

Invoice List Linked to Insightly CRM — This image shows a table of customer invoices with columns for date, number, customer name, due date, balance, total, and status. It highlights the “Insightly Link” and “Un-Link” buttons that allow users to connect or disconnect invoices from Insightly CRM records.

Invoice List Linked to Insightly CRM

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