How to Integrate QuickBooks Online with Monday.com

Are you spending countless hours manually tracking payments and updating project statuses across Monday.com and QuickBooks Online? As a monday.com implementation consultant, I’ve seen how this manual process can consume valuable time that could be better spent on strategic tasks. In this comprehensive guide, I’ll show you how to automate your accounting workflow with QuickBooks Online and Monday.com integration, saving you hours of repetitive work.

The Challenge of Manual Invoice Management

When tracking customer data in Monday.com from project initiation to closure, one of the biggest time-consuming tasks is manually checking financial software for payment status. This information is crucial for making decisions about project phases, client onboarding, and sign-offs. The process of tracking payments becomes increasingly hectic and repetitive as your business grows.

Why and How to Integrate QuickBooks Online with Monday.com?

Let’s put this in perspective: manually creating and tracking invoices for just 10 clients can consume up to 300 minutes per week or 1,200 minutes per month – that’s approximately 20 hours (or three full working days)! By implementing a QuickBooks Online Monday.com integration for team collaboration, you can automate this entire process and redirect those hours toward more productive activities.

Prerequisites for the Integration

Before we dive into the step-by-step guide to connect QuickBooks Online with Monday.com, ensure you have:

• Active accounts for both Monday.com and QuickBooks Online
• A Make.com account (formerly Integromat)
• Necessary administrative permissions in both platforms

Setting Up Your Monday.com Board

First, prepare your Monday.com board for QuickBooks Online Monday.com API integration:

1. Create a board with essential client information columns:
   • Billable hours
   • Client name
   • Service provided
   • Client email (required for auto-sending invoices)
   • Service codes (if applicable)
   • Button column named ‘Generate Invoice’

Creating the Integration with Make.com

Follow these steps to sync QuickBooks Online with Monday.com:

Create a New Scenario:

• • Log into Make.com
  • Create a new scenario
  • Select Monday.com as your trigger app
  • Choose “Watch Events”

Set Up the Webhook:

• • • Click “Create a Webhook”
    • Generate and copy the Monday.com API key using Make.com’s guide
    • Save the webhook address

Configure Monday.com Automation:

• • Return to your Monday.com board
  • Create an automation: “When a column changes, send a webhook”
  • Select the ‘Generate Invoice’ button column
  • Paste the Make.com webhook URL

Build the Make.com Scenario:

• • Add a “Get an Item” Monday.com module
  • Configure the connection using your Monday.com credentials
  • Set up the Item ID mapping from the webhook

Set Up Data Processing (Optional for Subitems):

• • Add an Iterator module for subitem processing
  • Configure the Array Aggregator to collect subitem data

In the Array Aggregator module, choose the Iterator from previous step and set all fields:

Connecting to QuickBooks Online

The final phase involves setting up the QuickBooks Online connection:

Customer Verification:

• • Add a QuickBooks “Search for Customers” module

• Create a router for handling existing vs. new customers

Invoice Creation Path:

• • For existing customers, add “Create an Invoice” module
  • Configure “Send an Invoice” module
  • Add Monday.com update module to mark status as “Invoice Sent”

New Customer Path:

• • Add “Create a Customer” module
  • Follow with invoice creation steps as above