Quickbooks & Smartsheet

JeremiahHorstick ✭✭✭✭✭✭
edited 12/09/19 in API & Developers

So. I've been working on this Quickbooks & Smartsheet Integration for a couple of years now for my own internal use. 

It has many application & the proof of concept exists and we use it. 

We use it for an approval process (for invoices):

The power of Smartsheet i.e. (approvals, communication, notes) makes this a beautiful way to manage invoices. It allows us to go further than Bill.com in terms of work-flowing invoices. 

We use it for billables (creating AR invoices)

There's a lot more to what we are doing going such as logically categorizing expenses, sharing data with our investors and key stake holders.

We have our budgets in Smartsheet being updated by our vendors, maintaining vendor pricing. 

We created a cash forecast based on the budgets & project schedules stacked to show cash requirements updated real-time. 

There's some other things we have it doing and I just thought I'd say it so you guys know what I'm up to! If anyone is interested drop a line here in the community. 

The list goes on for how we use Smartsheet. It's essentially for almost everything. I'll elaborate more on that another time. 




  • I'm assuming you're using QuickBooks Online?

    I've been trying to figure out how to connect Smartsheet and Quickbooks for a while but we are stuck using the QB Desktop.  Right now we are building the invoice in Smartsheet and using a report to surface the rows that are ready to be invoiced and the client information and then exporting to an Excel file.  Then I use Transaction Pro Importer to import that spreadsheet into QB Desktop.  Then I have to go back and click that the invoice has been exported.  It's not the smoothest process but we are able to batch invoice 100s of invoices a day at one time instead of manually creating each one. 

    Do you have a more streamlined method for exporting to excel and then going back to click that it was indeed exported?

  • MattH DES comm
    edited 08/16/19

    Hi Jeremiah,


    I would like to talk with you about how you integrated QB & Smartsheet together. I have a need to use these two programs together to track jobs.


    Thanks for your time,


  • JeremiahHorstick
    JeremiahHorstick ✭✭✭✭✭✭

    Hi Ross,

    Yes, using the Smartsheet API & QB custom fields we verify the import. 



  • JeremiahHorstick
    JeremiahHorstick ✭✭✭✭✭✭


    I'd like to hear how you would like the two to integrate. 


  • Jeremiah,

    From the financial standpoint for overall job progress, to make sure it is under budget. To link what our finance department tracks into our smartsheet set ups for jobs. (IE cell linking.)




  • JeremiahHorstick
    JeremiahHorstick ✭✭✭✭✭✭

    You want high level summary data from Quickbooks in Smartsheet?


  • Yes, Exactly

  • JeremiahHorstick
    JeremiahHorstick ✭✭✭✭✭✭
    edited 08/30/19

    Have you checked out Data Uploader from Smartsheet?

  • @Andrée Starå referred me here, I am assuming this same functionality can be done on Sage 50? Or has anyone ever tried?

    The company I work for, when I first started, assumed that Sage and Smartsheet "couldn't talk". Meaning, we could not link the two databases together. What I am finding is that may not be the case with an ODBC data connector. If this were possible, it could be a game changer for this business. We currently have an outdated process for purchasing and how we process invoices. I could see this really helping streamlines these along

    Any help would be appreciated!

    Thank you, Tye

  • @JeremiahHorstick I’d love to hear more. I’m in a trial of Smartsheet right now and one of my ‘must haves’ is a fairly simple QBO integration.

    My must have is the ability to pull in actuals against budget per project and QBO expense category so we can track budgeted to actuals.

    Nice to haves are pushing invoices and POs to QBO.

    There might be other wants if I can more closely tie QBO to my system.

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi @Lynn Currie,

    Here are a few other possible solutions as well.

    Let me know how it goes and if I can help in any way!

    I hope that helps!

    Have a fantastic week!


    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD


    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Thanks Andrée. I appreciate the additional information.

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    @Lynn Currie, You're more than welcome!


    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • Jef Forward
    Jef Forward ✭✭✭

    Jeremiah - Thank you for posting! Would you share any advice on a possible work flow?

    We use currently smartsheet in a total front to back solution in the residential construction market. We have a work around for our job costing with QB desktop and an excel program from maderasoft. It is working well, but as we grow, we need a better interface, with a better PO sign off and approval process. We are looking to go to either QBO or Xero. We are interested in having all of our PO approvals, payment approvals and job costing in smartsheet.

    One work flow being discussed is all bills are entered into the AS (accounting software) then auto push to SS for job costing and PO and invoice approvals, and once it approved for payment, the AS is notified ?

    Another work flow is that all bills are entered into SS, and all edits and approvals are auto pushed to the AS ?

    Also, I am hesitance to rely on software like zapier, as it has proven to be buggy from time to time.

    Any advice you could offer would be highly appreciated. Thank you!

  • @Jef Forward were you successful in working out a data pipeline using Quickbooks and Smartsheet? I'm trying to do the EXACT same thing that you described! Please let me know...