QuickBooks Online

QuickBooks Online is an accounting software from Intuit Inc, designed to manage payroll, inventory, sales, and other accounting needs of small businesses.

The transfer of data from your QBO account to the Destination comprises the following one-time setups:

  1. Creating an app in your QBO account. Read Create and start developing your app.

  2. Connecting the created app and granting permissions requested by the Hevo to read the data from a company in your account.

  3. Creating a Pipeline in Hevo for transferring data from the QBO account to a Destination database or data warehouse.

Note: One Pipeline can be associated with only one company from your QBO account.


Prerequisites

  • An active QuickBooks Online account from which the data is to be ingested.

  • The API credentials to provide Hevo access to your QuickBooks Online account data.


Configuring QuickBooks Online as a Source

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

  1. Click PIPELINES in the Asset Palette.

  2. Click + CREATE in the Pipelines List View.

  3. In the Select Source Type page, select QuickBooks Online.

  4. In the Configure your Quickbooks Online account page, click + ADD QUICKBOOKS ONLINE ACCOUNT.

    Add Quickbooks Online Account

  5. In the Sign In page, log in to your account using the registered email or user ID.

    Sign In to QBO

  6. In the QuickBooks App Store page, do the following:

    1. From the drop-down, select the company that you want to ingest data from, and click Next. This is applicable when multiple companies are associated with your account.

      Select the QBO Company

    2. Click Connect to grant Hevo access to the selected company’s data.

      Connect the App

  7. In the Configure your QuickBooks Online Source page, specify the following:

    Configure your QuickBooks Online Source

    • 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 the historical data must be ingested. Default value: 6 Months.

      Note: If you select All Available Data, Hevo fetches the data created since 1 January 2000 for your company till the current date.

  8. Click TEST & CONTINUE.

  9. Proceed to configuring the data ingestion and setting up the Destination.


Source Considerations

  • QuickBooks Online APIs allow performing a soft delete of records from list objects such as customer, account, and vendor. In a soft delete, the records are not deleted but simply marked as inactive, by setting the active field to False. An inactive record is hidden for display in QuickBooks Online.

  • The active field, used to indicate whether a data record is active or inactive, is available for the following objects:

    • ACCOUNT

    • BUDGET

    • CLASS

    • CUSTOMER

    • DEPARTMENT

    • EMPLOYEE

    • ITEM

    • PAYMENT_METHOD

    • TAX_CODE

    • TAX_RATE

    • TERM

    • VENDOR


Data Replication

Default Pipeline Frequency Minimum Pipeline Frequency Maximum Pipeline Frequency Custom Frequency Range (Hrs)
15 Mins 15 Mins 24 Hrs 1-24

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

  • Historical Data: In the first run of the Pipeline, Hevo ingests historical data for all the objects on the basis of the historical sync duration selected at the time of creating the Pipeline and loads it to the Destination. Default duration: 6 Months.

  • Incremental Data: Once the historical load is completed, Hevo ingests the incremental data daily.


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 information about the transactions and money coming in (income or revenue) and money going out (expenses).
Bill Contains information about the accounts payable transactions, such as a request-for-payment from a third party for goods/services rendered, received, or both.
BillPayment Contains information about the payment transactions for a bill that a business owner receives from a vendor for goods or services purchased.
Budget Contains information about the state of budgets set up in your user’s company file. The budget amount, assigned on a monthly, quarterly, or annual basis, represents how much money should be spent against an account or a customer in the given period.
Class Contains information about the different segments of your business, and is not tied to a particular client or project. For example, you can define classes to break down the income and expenses for each business segment.
CompanyCurrency Contains information about a currency that is active in your QuickBooks Online company. Applicable only for those companies that enable multicurrency.
CreditMemo Contains information about financial transactions that are a refund, a credit of payment, or a part of a payment for goods or services that have been sold.
Customer Contains information about the consumers of the service or product that your company offers.
Department Contains information about the transactions based on their physical locations such as stores, sales regions, or countries.
Deposit Contains information about deposit transactions such as customer payments and direct deposits.
Employee Contains information about the people working for a company in your account.
Estimate Contains information about the proposals for a financial transaction sent by a company in your account to their customer, for goods or services proposed to be sold.
Invoice Contains information about the sales forms where a customer pays for the product or service at a later point in time.
Item Contains information about the items that your company buys, sells, or re-sells, such as products and services. An item is shown as a line on an invoice or other sales form.
JournalEntry Contains information about 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 information about payments made in QuickBooks against multiple invoices and credit memos.
PaymentMethod Contains information about the method of payment for received goods.
Purchase Contains information about expenses made, such as a purchase made from a vendor.
PurchaseOrder Contains information about non-posting transactions that represent a request to purchase goods or services.
RefundReceipt Contains information about refunds made to a customer for the provided product or service.
SalesReceipt Contains information about the sales receipt given to a customer.
TaxCode Contains information about the codes used to track the taxable or non-taxable status of products, services, and customers.
TaxRate Contains information about the rates applied to calculate tax liability.
TaxAgency Contains information about the agency that collects taxes as per the associated tax rate.
Term Contains information about the terms under which a sale is made, and is usually expressed in the form of days. For example, net 30 means that payment is due within 30 days.
TimeActivity Contains information on the time worked by a vendor or an employee in your company.
Transfer Contains information about transactions where funds are moved between two accounts in the company’s QuickBooks chart of accounts.
Vendor Contains information about the sellers from whom your company purchases any service or product.
VendorCredit Contains information about accounts payable transactions that represent a refund or a credit of payment for goods or services. It is a credit that a vendor owes you for reasons such as an overpaid bill or returned merchandise.

Limitations

  • Hevo replicates the deleted data only from those QuickBooks Online objects that allow the active field to be set to False.



Revision History

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

Date Release Description of Change
Sep-05-2022 NA Updated section, Data Replication to reorganize the content for better understanding and coherence.
Apr-26-2022 1.87 New document.
Last updated on 05 Sep 2022

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