QuickBooks Integration
Contract-to-cash automation on top of QuickBooks Online
LedgerUp connects to QuickBooks Online through the official QuickBooks API over OAuth and acts as the AI layer between your revenue tools and QuickBooks. When a deal closes in HubSpot, Salesforce, or Attio, Ari reads the deal and the attached contract, creates or matches the customer in QuickBooks, and generates the invoice with the right amounts, terms, and item codes. QuickBooks remains your system of record for accounting and reporting throughout.
What the QuickBooks integration does
The integration creates and updates customers, invoices, payment records, and credit memos in QuickBooks Online, with full audit logging, and syncs invoice status, payment dates, and overdue flags back to your CRM. It works on every QuickBooks Online plan that includes invoicing: Simple Start, Essentials, Plus, and Advanced. QuickBooks Desktop is not supported. LedgerUp does not replace QuickBooks; it handles the manual work around it, so recurring invoices come from the signed contract at billing time rather than a static recurring template, and annual escalators, renewals at new pricing, milestone billings, and usage lines apply automatically.
How the workflow runs
From closed deal to reconciled cash, with QuickBooks as the system of record at every step.
A closed deal triggers the invoice
When a deal reaches Closed Won in HubSpot, Salesforce, or Attio, LedgerUp receives a webhook, reads the deal properties, line items, and attached contract PDFs, and extracts payment terms, billing schedules, and line items.
The customer is created or matched
Ari matches against a canonical customer record with persistent external ID mapping across your CRM, Stripe, and QuickBooks, so multiple source systems don't produce duplicate QuickBooks customers.
The invoice posts with the right coding
Amounts, terms, and item codes come from the contract and the deal. Recurring and milestone schedules are generated from the signed agreement: a $3,500 per month annual contract becomes 12 scheduled QuickBooks invoices automatically.
Approvals catch the exceptions
Invoices over a dollar threshold, one-time fees, and non-standard terms route to an approver in Slack before posting. Standard invoices post automatically.
Payments reconcile continuously
Stripe payouts, ACH, wires, and check deposits are matched to QuickBooks invoices, with processing fees posted to your fees account and chargebacks and refunds reconciled. Ambiguous matches route to Slack for one-click confirmation instead of sitting unapplied.
Changes become credit memos, not edits
On an amendment, downgrade, or cancellation, Ari calculates the prorated adjustment at the daily rate for the days remaining in the period, posts an incremental invoice for upgrades or a linked credit memo for downgrades, and never edits the original invoice.
Behavior that keeps QuickBooks clean
The mechanics that prevent the common failure modes of CRM-to-QuickBooks syncing.
Duplicate prevention
Idempotency keys on invoice creation, such as contract ID plus billing schedule ID, are checked before any retry, so an API retry can't create a second invoice.
Customer matching order
Stored QuickBooks customer ID first, then legal entity name, billing email, and external IDs from Salesforce, HubSpot, or Stripe. Never display name alone.
Proration math
One consistent formula: price difference divided by days in the period, times days remaining. A $2,000 to $3,000 upgrade on day 10 of a 30-day cycle produces a $666.67 incremental invoice.
Multi-entity routing
Each QuickBooks Online company file is a single legal entity, so multi-entity is a routing problem: each invoice routes to the company file of the contracting legal entity named on the contract, which also drives tax treatment, currency, and remittance account.
Delivery status write-back
LedgerUp waits for QuickBooks to return the invoice ID before sending the PDF, then records sent, failed, or resent status against that invoice. Resends keep the same invoice ID.
Collections that stop on payment
Built-in dunning follows up before and after due dates and escalates overdue accounts, and because payment status syncs live, reminders stop the moment payment lands.
docs.ledgerup.ai
Open the QuickBooks setup guide
Connection steps, field mapping, approval thresholds, and proration configuration are documented on the docs site.
Go to docs.ledgerup.aiRelated reading
The product page, with comparisons against Bill.com, Versapay, and native QBO.
Recurring billing from contracts, proration math, and multi-entity routing in depth.
The generation and validation pipeline that runs before anything posts to QuickBooks.
QuickBooks Integration FAQ
Does LedgerUp replace QuickBooks?
No. QuickBooks remains your system of record for accounting and reporting. LedgerUp is the AI layer that handles the manual work around QuickBooks: creating invoices from closed deals and signed contracts, matching payments, posting credit memos, and running collections, all with full audit logging.
Which QuickBooks versions does LedgerUp support?
QuickBooks Online, on every plan that includes invoicing: Simple Start, Essentials, Plus, and Advanced. QuickBooks Desktop is not supported. The connection uses the official QuickBooks API over OAuth, and typical setup takes 1 to 2 days.
How does Stripe reconciliation work with QuickBooks?
LedgerUp ingests Stripe payouts, matches each charge back to the correct QuickBooks invoice, posts processing fees to your fees account, and reconciles chargebacks and refunds. A $9,420 payout can reconcile 14 invoices and post $283 of fees in seconds. Matching uses amount, customer, remittance data, and payment history, and anything ambiguous routes to Slack for one-click confirmation.
How are mid-cycle upgrades and downgrades handled?
With proration at the daily rate on the days remaining in the billing period: an upgrade posts an incremental invoice, a downgrade posts a linked credit memo, and the original invoice is never edited. If a downgraded invoice is already paid, the credit carries forward or triggers a refund per the contract terms, and a unique contract-change ID prevents retries from creating duplicate credits.
Can LedgerUp handle multiple QuickBooks company files?
Yes. Each QuickBooks Online company file is a single legal entity, so LedgerUp routes each invoice to the company file of the contracting legal entity named on the contract, records matching intercompany receivable and payable entries when cash is applied, and keeps tax treatment, currency, and remittance accounts consistent per entity.
What results do teams see?
Average DSO drops by 9 or more days without anyone manually chasing email threads, recurring contracts bill themselves, and month-end close becomes a review of exceptions Ari has already flagged rather than a reconciliation project. Typical setup takes 1 to 2 days.