Send QuickBooks invoices to Google Sheets
Open invoices in a sheet the collections team already uses, without a QuickBooks login for every reader. QuickBooks goes into your data warehouse first, is joined to payments and credit memos on the customer, and only then reaches the sheet.
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QuickBooksConnectedA/P Aging Summar…A/R Aging Summar…AccountsBalance Sheet re…
Google SheetsRealmReportReportDaily 09:00QuickBooks Endpoints
26 QuickBooks endpoints you can import. Each lands in its own table in your data warehouse.
A/P Aging Summary report
A/P Aging Summary as of report_date (window end): one row per vendor with aging buckets.
11 fieldsTime seriesA/R Aging Summary report
A/R Aging Summary as of report_date (window end): one row per customer with Current, 1-30, 31-60, 61-90, 91+ and Total columns.
11 fieldsTime seriesAccounts
Chart of accounts, active and inactive.
20 fieldsBalance Sheet report
Balance Sheet as of the run window end (Assets, Liabilities, Equity by account).
12 fieldsTime seriesBill payments
Payments against vendor bills; joins to Bill through Line[].LinkedTxn.
23 fieldsBills
Vendor bills (payables).
25 fieldsCash Flow report
Statement of Cash Flows for the run window.
12 fieldsTime seriesCompany info
One row per company: names, country, fiscal-year start.
15 fieldsCredit memos
Credits issued to customers (reduce receivables; negative revenue in reconciliations).
23 fieldsCustomers
Customers, including inactive ones and sub-customers, with open balance and a flattened billing address.
28 fieldsDeposits
Bank deposits, including the ones that group undeposited customer payments.
21 fieldsGeneral Ledger Detail report
General Ledger: every posting line per account for the run window, with opening balance and totals.
12 fieldsTime seriesInvoice changes (CDC, incl. deletes)
Change data capture for Invoice: every invoice created, updated or deleted since the run window start, full payload, deleted ones with status = Deleted.
9 fieldsTime seriesInvoices
Invoices with header amounts, customer and Line[] as JSON (SalesItemLineDetail.ItemRef, Qty, UnitPrice, Amount).
36 fieldsItems
Products and services with price, purchase cost and the three account links.
25 fieldsJournal entries
Manual and adjusting journal entries; the postings the transaction tables miss.
15 fieldsPayments
Customer payments.
21 fieldsPreferences
One row per company: home currency, multi-currency flag, fiscal-year and tracking settings.
17 fieldsProfit and Loss report
Profit and Loss per run window, one column per month (summarize_column_by=Month), rows nested by account group.
12 fieldsTime seriesPurchases
Expenses paid directly (cash, check, card) without a bill.
26 fieldsRefund receipts
Money refunded to customers.
26 fieldsSales by Customer report
Sales by Customer Summary for the run window.
12 fieldsTime seriesSales receipts
Sales paid at the time of sale (no receivable).
27 fieldsTransfers
Money moved between balance-sheet accounts.
16 fieldsVendor Expenses report
Expenses by Vendor for the run window.
12 fieldsTime seriesVendors
Vendors, including inactive ones, with open payable balance.
19 fields
Why QuickBooks invoices do not go straight to Google Sheets
A sheet fed from the QuickBooks account shows what is unpaid today and nothing about why. Whether a balance is a late payer or a payment that was never matched is in the payments, which the invoice list does not carry. The warehouse holds both, joined on the customer.
- An invoice carries a balance, not the payment that should have cleared it
- The data analyst joins invoices, payments and credit memos on customer_id and controls the result
- A sheet is shared widely, so every column needs one definition
QuickBooksInvoices, balanceGoogle Sheets
Data warehouseJoined by idStep 1: Load QuickBooks into your data warehouse first
Create a Data Mart with QuickBooks as the source and choose where the data lands. The QuickBooks connector is a custom connector built in OWOX Data Marts, and the data goes into any popular data warehouse.
- Invoices is one of 26 endpoints, each in its own table
- Authorize QuickBooks Online with OAuth and give the company (realm) id
- Open the QuickBooks connector for your data warehouse below
QuickBooksData MartGoogle BigQuery
AWS Athena
Snowflake
AWS Redshift
Databricksquickbooks.invoiceStep 2: Link QuickBooks invoices to payments and credit memos
In your data warehouse the model joins Invoices, Payments and Credit memos on customer_id, so a balance can be read against the cash that arrived and the credits that reversed it.
- Invoices, payments and credit memos sit side by side on the customer
- txn_date is the business date, so a late edit does not move an invoice between months
- The collections list and the finance close read the same balance
Step 3: Send QuickBooks data to Google Sheets
Connect a Sheets report to the QuickBooks Data Mart. Aliases and field descriptions arrive as notes in the column headers, so everyone reads the same definitions.
- The sheet reads your data warehouse, not the QuickBooks API
- Hover balance: the note says it is the unpaid remainder, 0 when fully paid
Google SheetsNotes in headerstxn_datebalancelast_updated_timeStep 4: Refresh your QuickBooks sheet on a schedule
Set a scheduled refresh once. Daily is the usual choice and hourly is possible when you need it.
- Every refresh is logged in Run History
- The collections team opens a sheet that is already up to date
Google SheetsUpdatedStep 5: Reuse QuickBooks invoices in other reports
The same Data Mart works in OWOX, where your assistant for data can read it. Ask about any report, then get the result in Google Sheets or Excel in one click.
- Ask which customers carry the largest balance, then export the answer
- balance is defined once and every report reads it
Google SheetsOpen
ExcelOpen
- 0.41.0Dates from Google Sheets arrive as dates, not text
- 0.41.0Rotating a connector key is one change: Sources share reusable Credentials
- 0.41.0Reuse one Google Sheets or Google Chat key across Destinations
- 0.40.0Connecting a plan from Google Sheets takes fewer guesses
- 0.40.0Warnings when a Count reads a joined Data Mart
Why OWOX for QuickBooks in Google Sheets
Exporting invoices from QuickBooks gives a list at one moment. OWOX gives a sheet that stays tied to the books in your data warehouse.
- You own the data. QuickBooks lands in your own data warehouse, in tables you control.
- Billed and paid together. Invoices join payments and credit memos, so a balance is explained, not just shown.
- More than invoices. 26 endpoints land as tables: transactions, people, accounts and report snapshots.
- Notes in the headers. Field descriptions travel with the column, so the sheet defines its own terms.
- One place to fix. When Intuit changes its API, you update the connector, not your sheet.
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