QuickBooks Online connector

The QuickBooks Online connector lets a Neblex workflow or agent keep the books in step with the systems around them: raise an invoice when a deal closes, record a payment when money lands, post a journal entry from a payout report, and pull a figure back out for a check, without an accountant rekeying transactions.

• One company file, or realm, per connection, with a sandbox company for building and testing
• Typed operations for the common entities, plus Create, Get, Update, Void, and Delete Entity for any other entity such as Deposit or Refund Receipt
• Sparse updates change only the fields you send when the step sets sparse to true
• One connector powers deterministic workflows, agent lookups, and scheduled reconciliation jobs, all in the same run history

The three jobs this connector is picked for most often, and what each one gets you.

• Get payments onto the books automatically. Payouts and payments from Stripe or a store post to QuickBooks as deposits and sales receipts, with fees split out.
• Turn a closed deal into an invoice. A won deal creates the QuickBooks customer and invoice, and the invoice number goes back to the CRM.
• Answer finance questions without opening QuickBooks. An AI agent reads balances, open invoices, and reports through queries, without being able to change the books.

A real flow SMB finance teams turn on first, with the actual step-level detail.

Every Stripe payout recorded in QuickBooks as a bank deposit, fees split out

When Stripe settles a payout, Neblex records a deposit to the bank account for the gross, with the processing fees posted to an expense account, so the QuickBooks bank balance matches the real one.

1. 1
   Trigger: a Webhook trigger registered with Stripe for payout.paid, carrying the payout ID, amount, and arrival_date.
2. 2
   Expand: list the balance transactions in the payout, each with gross, fee, net, and a type of charge, refund, or adjustment.
3. 3
   Idempotency: Query QuickBooks for a deposit whose PrivateNote holds the payout ID. If one exists, stop.
4. 4
   Deposit: Create Entity with the Deposit type to the Stripe Clearing bank account, with a line per charge mapping gross / 100 → line amount, Sales Income → account, and one negative line for total fees mapping sum(fee) / 100 → amount, Merchant Fees → account.
5. 5
   Note: set PrivateNote to the payout ID and TxnDate to arrival_date.
6. 6
   Exceptions: any balance transaction of a type the mapping does not cover goes to a person as a Wait for form task with the payout link, rather than being guessed at.

Common patterns other teams start from with this connector.

• Stripe to the books. Charges, refunds, and payouts post to QuickBooks as sales receipts and deposits, reconciled to each payout. (Finance)
• Store orders to the books. Daily store order and payout totals sync into QuickBooks as sales receipts and deposits by product category. (E-commerce)
• Deal to invoice. A closed-won deal in the CRM creates the QuickBooks customer and invoice, and the invoice number flows back to the opportunity. (Sales)
• Books to the warehouse. Invoices, payments, and journal entries sync into the warehouse nightly through the Change Data Capture operation for finance reporting. (Data)

QuickBooks Online accounting entities are supported for read and write: the common ones through typed operations and every other entity through the generic entity operations.

Commonly used entities

Customer, Vendor, Employee, Invoice, Sales Receipt, Estimate, Payment, Credit Memo, Refund Receipt, Bill, Bill Payment, Purchase Order, Item, Account, Journal Entry, Deposit, Transfer, Tax Code

Amounts are in the company's currency in major units, for example dollars, not cents. The connector does not rescale them, so a mapping from a system that uses minor units must divide by 100.

The connection is a single company file authorized through Intuit OAuth, with the access the connected user has in QuickBooks.

• OAuth 2.0 through Intuit. The connection holds your Intuit app's client ID and secret and a refresh token, stored encrypted. No password is stored, and access can be revoked from the Intuit account at any time.
• One realm per connection. A connection can act on exactly one company file. Multiple companies are multiple connections, each isolated.
• Webhook endpoints. If you send QuickBooks webhooks to a Neblex Webhook trigger, keep the trigger's unguessable address private, since Intuit cannot add the headers other authentication modes expect.
• Run history. Every run shows each step's status and errors; record data from successful runs is kept when the flow is set to keep run data for replay.

The shape of Intuit's limits, as published at the time of writing. Verify the exact figures for your plan; they change without notice.

• Requests are throttled at roughly 500 per minute per company, and about 40 per second across the app
• A query returns up to 1,000 rows per page, with a default of 100
• A Batch request carries up to 30 operations
• Each operation accepts an optional minor version, so a flow can stay on the version it was built against
• Rate-limited reads are retried with backoff; creates are POST calls, so turn on Retry on failure or an idempotency key for those steps