Isak Blomkvist
Yes, monday.com can be connected to QuickBooks Online. The integration turns whatever is ready to invoice in monday.com into an invoice in QuickBooks Online, sets up new customers without duplicates and shows payment status in monday.com without anyone having to check the books. monday.com has its own QuickBooks integration on the top plan, but most flows are built in an integration platform like Make, around how your company actually works. This article covers what the integration does, how it is built and what to consider before you get started.
- The deal is won in monday CRM
- Router · Does the customer exist in QuickBooks Online?YesThe existing customer is usedNoThe customer is created first
- The invoice is created in QuickBooks Online
The integration searches on a unique customer number or company registration number that exists in both systems. The same customer never gets two customer records.
- The milestone is marked done in the project
- The amount for the milestone is retrieved
- The partial invoice is created
Projects billed in installments get one invoice per completed milestone, and the project manager sees right away what has been invoiced and what remains.
- The customer approves the quote in monday.com
- The quote is created as an estimate in QuickBooks Online
- Router · Delivered?YesThe estimate is converted to an invoiceNoWaits for delivery status
The sales rep works in monday.com all the way. Finance gets an invoice built on the same lines as the quote.
- The invoice is sent from QuickBooks Online
- Router · Paid on time?YesStatus paid in monday.comNoReminder and task for the owner
The sales rep sees in monday.com whether the customer has paid, and overdue invoices get caught without anyone digging through the books.
The flows above are only examples of how it can work. Every integration is built around your process: which steps it should include, what should happen in each situation and who is responsible for what.
Short answer
monday.com has a built-in QuickBooks integration in the Integrations Center. It only works with QuickBooks Online, not QuickBooks Desktop, and requires monday.com's top plan. It covers a few ready-made recipes, for example creating an invoice from an item. If you need conditions, multiple steps, customer matching or payment status flowing back, the integration is built in Make or Zapier instead, both of which have QuickBooks Online apps with far more functionality. Make is the best fit when the flow has branches and needs error handling. That is where we build most integrations.
What the integration can do
Here are four common examples. Your integration can do more, less or something entirely different, depending on how you work.
The invoice is created in QuickBooks Online when something in monday.com is ready to bill: a won deal, a completed milestone or a month-end close. Customer, products and amounts come along, and the same deal can produce several invoices.
If the customer does not exist in QuickBooks Online, it is set up before the invoice is created. The integration first searches on a unique customer number, so the same customer does not end up there twice.
An approved quote in monday.com can be created as an estimate in QuickBooks Online and later converted to an invoice, so quote and invoice are built on the same lines.
When the customer pays in QuickBooks Online, the status is updated in monday.com. If an invoice becomes overdue, the integration can add a task for whoever owns the customer.
Why connect monday.com and QuickBooks Online?
- Less duplicate work. Customer details, amounts and invoice status are entered once, not in two systems.
- Fewer errors. When the details come along automatically, misspelled customer names, wrong amounts and forgotten invoices disappear.
- Paid faster. The invoice is created the same day the documents are ready, and overdue invoices are spotted right away instead of at the next review.
- Sales and finance see the same thing. The sales rep sees in monday.com whether the customer has paid, and finance sees what is on its way in.
How the integration is built
There are three options, and the right one depends on how advanced the flow is.
| Option | Best when | Keep in mind |
|---|---|---|
| monday.com's own QuickBooks integration | A simple recipe like creating an invoice or customer from an item, and you already have monday.com's top plan | Few recipes, no logic of your own for customer matching or exceptions, and QuickBooks Online only |
| Make or Zapier | Flows with conditions, multiple steps and both directions, for example a partial invoice on a milestone and payment status flowing back | Make's QuickBooks Online app has modules for customers, invoices, estimates, payments and much more. Zapier is enough for simple one-way flows |
| Custom code against QuickBooks Online's API | Large volumes or unusual requirements the platforms cannot handle | Requires a registered app with Intuit and someone to own and maintain the code |
For most companies, Make is the right option, but the platform is just the tool. What determines whether the integration holds up is how it is built: how the details in monday.com map to customers, products, tax codes and payment terms in QuickBooks Online, how the flow handles exceptions like credit notes, discounts and changed amounts, and what happens when something goes wrong. An integration that works in a test but silently misses invoices in production costs more than it saves. That is why we build with logging and alerts from the start, and manage the integration as the process or systems change. The integration requires a QuickBooks Online account with a user who is allowed to connect apps.
What to decide before you build
An integration is never better than the process it automates. These questions determine whether it works in practice:
- What should trigger the invoice? A won deal, a completed milestone, an approved quote or a month-end close. Decide exactly which status in monday.com creates the invoice, and who is allowed to set it.
- Which details must be in place? Customer number, billing address, products, currency and payment terms must be filled in before the invoice can be created. Otherwise it will be wrong or get stopped.
- How are customers matched? A unique customer number that exists in both systems is the most reliable. A name is not enough, since the same customer can be spelled several ways.
- Who reviews the invoice? Should it be sent directly from QuickBooks Online, or created as a draft that finance approves first?
- What happens when something goes wrong? A good flow logs every run and flags when an invoice could not be created, instead of silently skipping it.
When QuickBooks Online is used in Sweden
In Sweden, QuickBooks Online is most common among companies with owners or a parent company abroad, or Swedish companies with subsidiaries in countries where QuickBooks is the standard. The Swedish company then often keeps its books in Fortnox, a Swedish accounting system, or Visma Net, while the subsidiary uses QuickBooks Online, and monday.com is the shared layer on top. The integration is then built so that the right company is invoiced from the right system, with the same board in monday CRM or monday work management as the starting point. What the corresponding integration looks like for the Swedish systems is covered in monday.com and Fortnox and monday.com and Visma Net. You can find more integrations under all integrations.
Straviont builds the integration
We are an official monday.com partner and certified CRM specialists with monday.com, and we build integrations between monday.com and finance systems in Make. We start with the process: what should trigger the invoice, which details must be in place and who is responsible for what. Only then is the flow built, with logging and error handling, and we manage it as your business changes.
Frequently asked questions
Can monday.com be connected to QuickBooks Online?
Yes. monday.com has a built-in QuickBooks integration on the top plan, and the integration can also be built in Make or Zapier or through custom code against QuickBooks Online's API. It can create invoices, estimates and customers in QuickBooks Online and send payment status back to monday.com.
Does the integration work with QuickBooks Desktop?
No, not with monday.com's built-in integration or with Make's QuickBooks app. Both are built on QuickBooks Online. If you use QuickBooks Desktop, the integration needs to go through a middle layer or a migration to QuickBooks Online.
Can monday.com create invoices in QuickBooks Online automatically?
Yes. The integration can create the invoice when something in monday.com is ready to bill, for example a won deal or a completed milestone. Customer, products and amounts come along, and if the customer does not exist in QuickBooks Online, it is created first.
Can payment status from QuickBooks Online show up in monday.com?
Yes. When an invoice is paid in QuickBooks Online, the status can be updated in monday.com, and overdue invoices can trigger reminders or tasks for whoever owns the customer.
Is monday.com's own QuickBooks integration enough?
It is enough if you have the top plan and only need a simple recipe, like creating an invoice from an item. If you need customer matching, conditions, multiple steps or payment status flowing back, the integration is built in Make.
What do we need in QuickBooks Online to connect the systems?
A QuickBooks Online account and a user with permission to connect apps and work with customers and invoices. If you build custom code, you also need a registered app with Intuit.
Next steps
Start by describing the flow up to a paid invoice: what triggers the invoice, who does what and which details are needed. From there, building it goes quickly. If you want help, you can book a free mapping session and we will go through it together.