What does the QuickBooks integration do?
ZipLeads to QuickBooks
Creates customers in QuickBooks if they have activity in ZipLeads.
When a payment is made in ZipLeads (order forms, subscriptions, membership checkouts or calendar payments), it records a sales receipt in QuickBooks. It matches on the contact's email.
When an invoice is marked as sent in ZipLeads, it creates an invoice in QuickBooks. It also keeps syncing updates from ZipLeads to QuickBooks for these details:
Invoice Number
Status (paid, voided and so on)
Issue Date
Due date
Contact (created in QuickBooks Online if it isn't already there)
Billing Email
Invoice Total Value
Invoice Amount Paid
Line item name
Discounts and taxes. If your account is in the US, these are adjusted against the item price. For all other regions, they sync as well.
It will not sync existing invoices. Only new invoices created after you connect the integration are synced.
QuickBooks to ZipLeads
Brings your existing contacts from QuickBooks into ZipLeads, and keeps syncing new contacts from QuickBooks to ZipLeads. This can take up to 5 minutes.
When QuickBooks shows a contact's first invoice as paid in full (balance = $0), ZipLeads sends a review request. You can turn this on or off on the integration card.
Imports old invoices from QuickBooks into ZipLeads, if you turned this on when you first connected. Note that changes you make to these invoices in ZipLeads will not sync back to QuickBooks. This also won't create a loop where invoices sent from ZipLeads to QuickBooks get imported back into ZipLeads. No worries!
Connect QuickBooks
Go to Settings > Integrations.
Click the "QB Connect" button.
Turn on the Import invoices toggle if you want to import invoices you created previously.
Turn on review automation if you need it.
Click Connect and log in with your QuickBooks credentials. Make sure you accept all permissions.
Frequently Asked Questions
Q: What does the QuickBooks integration do?
The integration syncs all existing and new contacts created in QuickBooks into ZipLeads. It can automatically send a review request when a contact's first invoice is fully paid in QuickBooks (this is optional and can be turned off). It records sales receipts in QuickBooks for payments made in ZipLeads, such as order forms, subscriptions, membership checkouts and calendar payments. It also creates and updates invoices in QuickBooks whenever an invoice is sent or updated in ZipLeads, so everything stays in sync.
Q: Will the integration sync existing QuickBooks invoices to ZipLeads?
Yes, if you turn on the "Import Invoices" toggle when you first connect. All invoices you created previously in QuickBooks will then be imported into ZipLeads. Please note: changes you make to these imported invoices in ZipLeads don't sync back to QuickBooks, and changes in QuickBooks don't sync to ZipLeads.
If you don't turn it on, only new invoices created in ZipLeads after you connect are synced to QuickBooks.
Q: How does the integration handle customers that already exist in QuickBooks?
If a customer already exists in QuickBooks with the same email address used in the transaction, the integration updates that customer's record. For sales receipts, it links the transaction to that customer. If there's no matching email, a new customer record is created in QuickBooks.
Q: Are taxes and discounts included in synced invoices?
Yes. All synced invoices include total amounts, taxes and discounts, so your accounts stay in sync.
Q: Why isn't my ZipLeads invoice syncing to QuickBooks?
Invoices created in ZipLeads won't sync to QuickBooks while they're in Draft status. Only Sent, Pending or Paid invoices are sent to QuickBooks.
Key points to check:
Draft invoices don't sync. You need to send the invoice for it to appear in QuickBooks.
Customers must exist in both systems. If the contact isn't already in QuickBooks, you may need to create them there first.
Estimates don't automatically create customers in QuickBooks. Accepting an estimate in ZipLeads doesn't sync the customer to QuickBooks.
Fix:
Open the invoice in ZipLeads.
Click Send (don't leave it as Draft).
Check that the customer exists in QuickBooks.
Once it's sent, the invoice should sync automatically.
If it still doesn't appear after these steps, check your QuickBooks integration connection again. If you're still stuck, contact the ZipLeads support team.