QuickBooks Online

Last updated on Sep 03, 2024

Prerequisites

An active QuickBooks Online (QBO) account from which you want to ingest data.
The API credentials to grant Hevo access to your QBO account data.
You are assigned the Team Administrator, Team Collaborator, or Pipeline Administrator role in Hevo to create the Pipeline.

Configuring QuickBooks Online as a Source

Perform the following steps to configure QuickBooks Online as the Source in your Pipeline:

Click PIPELINES in the Navigation Bar.
Click + CREATE PIPELINE in the Pipelines List View.
In the Select Source Type page, select QuickBooks Online.
In the Configure your Quickbooks Online account page, do one of the following:
- Select a previously configured account and click CONTINUE.
- Click + ADD QUICKBOOKS ONLINE ACCOUNT and perform the following steps to configure an account:
  1. In the Sign in page, specify your login credentials, and click Sign In.
  2. In the QuickBooks App Store page, do the following:
    1. In the drop-down, select the company from which you want to ingest data and click Next.
    2. Specify your company name and click Create company.
    3. Click Connect to grant Hevo access to the selected company’s data.
In the Configure your QuickBooks Online Source page, specify the following:
- Pipeline Name: A unique name for your Pipeline, not exceeding 255 characters.
- Authorized Account (Non-editable): This field is pre-filled with the unique ID of the company that you selected earlier when connecting your QuickBooks Online account.
- Historical Sync Duration: The duration for which you want to ingest the existing data from the Source. Default duration: 6 Months.
  
  Note: If you select All Available Data, Hevo ingests all the data available in your QuickBooks Online account since January 01, 2000.
Click TEST & CONTINUE.
Proceed to setting up data ingestion and the Destination.

Data Replication

For Teams Created	Default Ingestion Frequency	Minimum Ingestion Frequency	Maximum Ingestion Frequency	Custom Frequency Range (in Hrs)
Before Release 2.21	15 Mins	15 Mins	24 Hrs	1-24
After Release 2.21	6 Hrs	30 Mins	24 Hrs	1-24

Note: The custom frequency must be set in hours as an integer value. For example, 1, 2, or 3 but not 1.5 or 1.75.

Historical Data: The first run of the Pipeline ingests historical data for the selected objects on the basis of the historical sync duration specified at the time of creating the Pipeline and loads it to the Destination. Default duration: 6 Months.
Incremental Data: Once the historical load is complete, all new and updated records are ingested as per the ingestion frequency.

Data Model

The following is the list of tables (objects) that are created at the Destination when you run the Pipeline:

Object	Description
Account	Contains details of the transactions and money coming in (income or revenue) and money going out (expenses).
Bill	Contains details of the accounts payable transactions from a third party for goods or services offered, received, or both.
Bill Payment	Contains details of the payment transactions for a bill received by a business from a vendor for goods or services bought.
Budget	Contains details of the current status of the allocations set up in your user’s company file. A designated amount is assigned for an account or a customer on a monthly, quarterly, or annual basis. It shows how much money they can spend in a given period.
Class	Contains details of the various segments of your business. These segments are independent of particular clients or projects. For example, you can define classes to break down the money earned and spent by each business segment.
Company Currency	Contains details of a currency used by a company in your QBO account. This applies only to companies that have enabled multi-currency.
Credit Memo	Contains details of financial transactions, such as a refund, a credit of payment, or a partial payment, for goods or services that you have sold.
Customer	Contains details of the buyers of the service or product that your company offers.
Department	Contains details of the transactions as per their physical locations, such as stores, sales regions, or countries.
Deposit	Contains details of the transactions such as customer payments and direct deposits.
Employee	Contains details of the people working for a company in your QBO account.
Estimate	Contains details of the financial transactions planned by a company in your account for selling goods or services to customers.
Invoice	Contains details of the sales forms showing transactions for the product or service bought, where the customer makes a payment later.
Item	Contains details of the items that your company buys, sells, or re-sell. An item is shown as a line on an invoice or other sales form.
Journal Entry	Contains details of the individual line items of a transaction comprising a debit and a credit, which balance each other out. The total of the debit column equals the total of the credit column.
Payment	Contains details of entries made in QuickBooks of the amounts received against invoices and credit memos.
Payment Method	Contains details of the mode of payment for received goods.
Purchase	Contains details of expenses made, such as goods bought from a vendor.
Purchase Order	Contains details of non-posting transactions of requests made to buy goods or services from a third party.
Refund Receipt	Contains details of refunds made to a customer for the provided product or service.
Sales Receipt	Contains details of payments made by customers for the services or goods they bought.
Tax Code	Contains details of the codes assigned to products, services, and customers to check if they are taxable or non-taxable. For example, a sales tax code to calculate the sales tax rate.
Tax Rate	Contains details of the rates applied to calculate tax liability.
Tax Agency	Contains details of the agency that collects taxes as per the associated tax rate.
Term	Contains details of the conditions applied to a sale. A term is usually expressed in the form of days due. For example, net 30 means the payment must be made within 30 days.
Time Activity	Contains details of the time duration for which a vendor or an employee in your company have worked.
Transfer	Contains details of the transactions made when funds are moved between two accounts in the your company’s chart of accounts.
Vendor	Contains details of the sellers from whom your company buys any service or product.
Vendor Credit	Contains details of accounts payable transactions, such as a refund or a credit of payment, for goods or services. It is an amount that the vendor owes you. For example, for an overpaid bill or returned goods.

Additional Information

Read the detailed Hevo documentation for the following related topics:

Source Considerations

QuickBooks Online (QBO) APIs allow a soft delete of records from list objects, such as Customer, Account, and Vendor. In a soft delete, QBO does not delete the records, instead marks them as inactive by setting their active field to False. QuickBooks Online does not show these records in its UI.

Limitations

Hevo replicates the deleted data only for the Account object.

Revision History

Refer to the following table for the list of key updates made to this page:

Date	Release	Description of Change
Mar-05-2024	2.21	Updated the ingestion frequency table in the Data Replication section.
Sep-20-2023	NA	Updated the page contents to reflect the latest QuickBooks Online user interface (UI).
Aug-23-2023	NA	Updated the content to improve page readability.
Sep-05-2022	NA	Updated section, Data Replication to reorganize the content for better understanding and coherence.
Apr-26-2022	1.87	New document.

QuickBooks Online

On This Page