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Integration · Accounting
QuickBooks and ERP: integrate during transition, migrate when ready
Many businesses come to ERP from QuickBooks. Sometimes accounting stays in QuickBooks for a while — for a subsidiary, or until year end — while operations move to the ERP. Sometimes everything migrates at once.
Overview
What this integration is for
We support both: temporary integration that keeps QuickBooks accurate, and clean migration of master data, open items and balances.
01Data
What data syncs, and in which direction
| Entity | Direction | Notes |
|---|---|---|
| Customers & vendors | ERP → App | Created or updated in QuickBooks from ERP partners. |
| Invoices & credit notes | ERP → App | Posted with mapped items, taxes and accounts. |
| Bills | ERP → App | Supplier bills synchronised for payables. |
| Payments | ⇄ Both | Depending on which system records payments. |
| Journal summaries | ERP → App | Inventory and COGS as summarised journals. |
02Use cases
Common use cases
01
Phased ERP adoption
Operations on ERP, accounting in QuickBooks until cutover.
02
Subsidiary accounting
Small entities remain on QuickBooks with consolidated data.
03
Migration
Master data and opening balances moved to ERP.
03 — Architecture
API architecture
The QuickBooks Online Accounting API is used with change data capture queries to detect updates. ERP documents are posted as they are confirmed, or as daily summaries to reduce volume.
Account and tax mapping tables translate ERP structures into QuickBooks equivalents.
04Reliability
Authentication, errors and retries
01
Authentication
OAuth 2.0 authorisation by a QuickBooks admin; access tokens refreshed using refresh tokens, which must be renewed before they expire. Token health is monitored.
02
Error handling
Validation errors (closed periods, missing tax codes, duplicate document numbers) logged per document with an exception queue.
03
Retry strategy
Retries respect API throttling; documents are posted idempotently using stored QuickBooks IDs.
05 — Data mapping
Field mapping essentials
| QuickBooks | ERP |
|---|---|
| ERP partner | Customer / Vendor |
| ERP product | ItemOr summarised by category |
| ERP account | QuickBooks account |
| ERP tax | Tax code |
| ERP invoice | Invoice |
06 — Automation
Automation opportunities
- Post invoices and bills on confirmation
- Daily inventory and COGS journals
- Alert when OAuth connection needs reauthorisation
- Reconciliation report of ERP vs QuickBooks totals
07 — Security
Security considerations
Tokens stored encrypted; access limited to required scopes; connection authorised by a named administrator.
Related
Where this integration fits
Other integrations
Often connected together
XeroXero integration for invoices, bills, contacts and payments, or migration to ERP accounting.StripeStripe payments, subscriptions, refunds, fees and payouts reconciled in your ERP.PayPalPayPal payments, refunds, fees and settlements reconciled with ERP orders and invoices.Power BIManagement reporting on ERP data in Power BI with a clean model, refresh and row-level security.
Insights
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FAQ
Frequently asked questions
Should we keep QuickBooks with an ERP?
Short-term during transition it can work. Long-term, running two accounting systems adds reconciliation work.
Can you migrate QuickBooks history?
We usually migrate master data, open items and balances, with history archived.
Does this work with QuickBooks Desktop?
Desktop requires different methods; we assess case by case.
Next step
Connecting QuickBooks to your ERP?
Describe the data that needs to move and who owns it. We will propose a design with error handling and monitoring included.