> ## Documentation Index
> Fetch the complete documentation index at: https://docs.recordengine.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# QuickBooks Integration
> Automatically create Bills and Invoices in QuickBooks from RecordEngine's extracted document data.
The QuickBooks integration takes the structured data RecordEngine extracts from invoices and receipts — vendor, date, amounts, line items — and creates the corresponding Bill or Invoice in QuickBooks automatically, eliminating manual data entry entirely.
***
## How It Works
An invoice or receipt is uploaded, processed by the AI, and reviewed. The AI extracts vendor name, invoice date, due date, line items, amounts, and tax.
When you set the document to **Export** status, RecordEngine fires an outbound webhook with the full structured payload — all extracted fields and line items.
Your automation platform receives the webhook, maps the fields to QuickBooks Bill format, and creates the record via the QuickBooks API. The Bill appears in QuickBooks ready for payment.
***
## What Gets Created in QuickBooks
RecordEngine's Standard Invoice profile maps directly to QuickBooks Bill fields:
| RecordEngine Field | QuickBooks Bill Field |
| ----------------------- | ------------------------ |
| `vendor` | Vendor (matched by name) |
| `invoice_date` | Bill Date |
| `due_date` | Due Date |
| `invoice_number` | Ref No. |
| `total_amount` | Total Amount |
| `currency` | Currency |
| Line item — description | Line Description |
| Line item — quantity | Qty |
| Line item — unit\_price | Unit Price |
| Line item — amount | Amount |
QuickBooks matches the vendor by name. Make sure the vendor name extracted by RecordEngine matches the vendor name in your QuickBooks contacts list exactly — or use the "contains" condition in your automation to handle minor variations.
***
## Step 1 — Configure the Webhook in RecordEngine
1. Go to **Settings → Webhooks** in RecordEngine
2. Enter your automation platform's webhook URL in the **Document Webhook URL** field
3. Save
Every document that reaches **Export** status will now POST its full payload to that URL.
***
## Step 2 — Connect QuickBooks in Your Automation Platform
In your automation platform, connect your QuickBooks account using the native QuickBooks connector. You'll need:
* QuickBooks Online account (the API integration requires QuickBooks Online — not QuickBooks Desktop)
* Admin access to authorise the OAuth connection
***
## Step 3 — Build the Automation Scenario
**Trigger:** Webhooks — Custom Webhook (paste the generated URL into RecordEngine Settings)
**Action 1:** Parse the incoming webhook payload to access all fields
**Action 2:** QuickBooks — Create Bill
* Map the fields from the webhook payload to the QuickBooks Bill fields using the table above
***
## Step 4 — Map Line Items
Line items require special handling — the webhook payload includes them as an array:
```json theme={null}
{
"line_items": [
{
"description": "Consulting services — October",
"quantity": 10,
"unit_price": 500.00,
"amount": 5000.00
},
{
"description": "Expenses reimbursement",
"quantity": 1,
"unit_price": 320.50,
"amount": 320.50
}
]
}
```
In your automation platform, use an iterator or array mapper to loop through `line_items` and create a line for each item in the QuickBooks Bill.
***
## Step 5 — Test the Integration
1. Upload a test invoice to RecordEngine and process it with the Standard Invoice profile
2. Verify all fields extract correctly — especially vendor name, amounts, and line items
3. Approve and Export the document
4. Check your automation platform's execution log — confirm the webhook was received
5. Open QuickBooks — the Bill should appear under the vendor within 30 seconds
***
## Alternative — CSV Import
If you prefer not to use an automation platform, you can export a CSV from RecordEngine and import it into QuickBooks manually.
**Export from RecordEngine:**
1. In the Documents list, select the documents you want to export
2. Click **CSV Export**
3. The downloaded CSV uses your extraction profile field labels as column headers
**Import into QuickBooks:**
1. In QuickBooks, go to **File → Import → From CSV**
2. Map the CSV columns to QuickBooks fields
3. Review and confirm the import
The CSV export approach works well for batch imports at end-of-month. The webhook approach is better for real-time processing where you want Bills created the moment a document is approved.
***
## Troubleshooting
| Issue | Fix |
| ------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Vendor not found in QuickBooks | The vendor name from the document doesn't match QuickBooks exactly. Add a step in your automation to search for the vendor first, then create it if not found. |
| Duplicate Bills being created | Add a check in your automation: search QuickBooks for existing Bills with the same `invoice_number` before creating a new one. |
| Line items not appearing | Confirm the `line_items` array in the webhook payload is not empty. Check the document in RecordEngine — if the invoice has no table, line items won't be extracted. |
| Amounts don't match | Check if the invoice includes taxes or discounts as separate line items. Map these to the appropriate QuickBooks tax or discount fields. |
For more help see [Integration Troubleshooting](/troubleshooting/integration-issues).