QuickBooks Does the Books.
LedgerUp Does the Billing.
Stop manually creating invoices, chasing payments, and reconciling cash in QuickBooks. LedgerUp automates it all.
LedgerUp does not replace QuickBooks. It sits on top of it. Your existing QuickBooks instance, chart of accounts, products, and settings remain unchanged. LedgerUp automates the manual work around QuickBooks — reading contracts to create invoices, syncing customer records from your CRM, running collections on overdue accounts, and reconciling payments when they arrive.
The QuickBooks billing bottleneck
QuickBooks handles accounting. But the work before and after the invoice? That's still manual.
per week spent manually entering invoices into QuickBooks from closed deals
of QuickBooks invoices contain errors from copy-paste data entry
average DSO when collections are managed manually outside QuickBooks
How LedgerUp works with QuickBooks
From deal close to payment reconciled — automated end-to-end.
Connect your CRM and QuickBooks
LedgerUp connects to QuickBooks Online via OAuth and to your CRM (HubSpot, Salesforce, or Attio) via OAuth. Setup takes under an hour — no custom code required.
Deals close, Ari reads the contract
When a deal closes in your CRM, Ari extracts billing terms, pricing, payment schedules, and customer details from the attached contract PDF. No manual data entry.
QuickBooks invoice created automatically
Ari creates or matches the customer record in QuickBooks and generates the invoice with correct amounts, line items, payment terms, and account coding.
Collections and reconciliation on autopilot
Ari monitors payment status, sends personalized follow-ups for overdue invoices, and reconciles payments when they arrive — all synced back to QuickBooks.
CRMDeal moved to Closed Won
AriContract terms extracted
QuickBooksCustomer + invoice created
SlackTeam notified for review
Ari receives the deal event, reads the contract, creates the QuickBooks invoice, and notifies your team.
What LedgerUp automates in QuickBooks
Every manual billing workflow in QuickBooks — replaced by AI.
Contract-to-Invoice
Closed deals in your CRM automatically become QuickBooks invoices with the correct customer, amounts, terms, and line items — no manual handoff.
Customer Record Sync
CRM contacts and companies map to QuickBooks customer records with deduplication and field mapping. Your books stay clean without manual maintenance.
Automated Collections
Overdue QuickBooks invoices trigger personalized payment reminders via email. Ari handles replies, escalates when needed, and stops when payment arrives.
Payment Reconciliation
Payments from Stripe, ACH, or wire are matched to QuickBooks invoices automatically. Ari flags discrepancies and partial payments for review.
Usage-Based Billing
Ari pulls usage data from your product, compares it against contract thresholds, and creates QuickBooks invoices for overages — no custom development.
AR Status to CRM
Invoice status, payment received dates, and overdue flags flow back from QuickBooks to your CRM. Sales sees collection status without leaving their tools.
Manual / Native QuickBooks vs LedgerUp
What changes when an AI agent handles your QuickBooks billing workflows.
| Task | Manual / Native QuickBooks | With LedgerUp |
|---|---|---|
| Create invoice from closed deal | Manually enter in QuickBooks or export/import CSV | Automatic — Ari reads the contract and creates the invoice |
| Extract payment terms from contracts | Read the PDF, type terms into QuickBooks fields | AI reads the contract PDF and sets terms automatically |
| Customer record deduplication | Search QuickBooks manually before creating records | Automatic matching and deduplication across CRM and QuickBooks |
| Overdue invoice follow-up | QuickBooks reminders or manual emails | Personalized, contextual email reminders with response handling |
| Payment reconciliation | Manual matching in QuickBooks bank feeds | AI matches payments to invoices, flags discrepancies |
| Usage billing calculations | Spreadsheets and manual invoice creation | Ari pulls from any data source and creates invoices automatically |
QuickBooks integrations powered by LedgerUp
See how LedgerUp connects your CRM to QuickBooks.
HubSpot → QuickBooks
Automate invoicing from HubSpot deals to QuickBooks with AI-powered contract extraction.
Learn moreSalesforce → QuickBooks
Turn closed Salesforce opportunities into QuickBooks invoices automatically.
Learn moreQuickBooks billing automation FAQ
Common questions about automating billing and AR in QuickBooks with LedgerUp.
Does LedgerUp replace QuickBooks?
No. LedgerUp sits on top of QuickBooks — it does not replace it. Your existing QuickBooks setup, chart of accounts, products, and settings remain unchanged. LedgerUp automates the manual work around QuickBooks: creating invoices from contracts, syncing customer records from your CRM, and running collections on overdue invoices.
How does LedgerUp connect to QuickBooks?
LedgerUp connects via the QuickBooks Online API using OAuth 2.0 authentication. We create customers, invoices, and payment records in QuickBooks and read invoice status and payment data back. Setup typically takes under an hour.
Do I need a QuickBooks administrator to set this up?
No. Any QuickBooks Online user with admin permissions can authorize the LedgerUp connection in a few clicks. After that, configuration happens in LedgerUp, not in QuickBooks.
Can LedgerUp handle our custom QuickBooks items and account coding?
Yes. LedgerUp maps to your existing QuickBooks chart of accounts, products/services, and classes. Custom fields on customer and invoice records are supported through configurable field mapping.
What about QuickBooks multi-currency?
LedgerUp supports QuickBooks Online multi-currency. Ari creates invoices in the correct currency based on deal data and uses your QuickBooks exchange rate settings.
How long does implementation take?
Most teams go live within 1-2 weeks. This includes connecting QuickBooks and your CRM, configuring field mappings and invoice templates, and testing your first automated workflows. Compare this to weeks of custom development or spreadsheet workarounds.
How is this different from QuickBooks native invoicing?
QuickBooks native invoicing requires you to manually create each invoice, enter line items, and set payment terms. LedgerUp reads your contracts automatically, creates the invoice in QuickBooks with the correct details, runs collections on overdue accounts, and reconciles payments — all without manual data entry.
Ready to automate billing in QuickBooks?
Book a LedgerUp Demo →Software should do the work.
You should move the business.
See how Ari takes billing ops off your team's shoulders - from contract to collected cash.