The best QuickBooks Online integrations depend on your unique business needs and circumstances. For instance, if you need to manage sales pipeline and lead tracking, you may integrate QuickBooks Online with a customer relationship management (CRM) software like Pipeline CRM. You may consider a QuickBooks Online and Square POS integration if you run a retail store. If you have employees and need to track time, QuickBooks Payroll and QuickBooks Time—which are both native QuickBooks integrations—are beneficial.
QuickBooks offers hundreds of integrations, but here are our top 10 recommendations for specific business purposes:
- Pipeline CRM: Best CRM integration
- Square POS: Best POS integration
- QuickBooks Payroll: Best payroll integration
- QuickBooks Payments: Best payment processing integration
- QuickBooks Time: Best time tracking integration
- Katana: Best inventory integration for manufacturers
- LeanLaw: Best legal accounting and management integration
- Helcim: Most affordable card processing integration
- Shopify Connector by QuickBooks: Best Shopify integration
Don’t have a QuickBooks Online account yet? Visit the provider’s website to sign up for a free 30-day trial or purchase right away and get a 50% discount for three months. Note that you may need to purchase a subscription to be able to use QuickBooks’ native integrations or connect to another software.
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Best QuickBooks Online Integrations at a Glance
Pipeline CRM: Best QuickBooks Online CRM Integration
Pros
- Offers enhanced customer insights using combined sales and CRM data
- Lets you add new customers in QuickBooks using contacts in Pipeline CRM
- Has detailed sales forecast reports
- Offers deal value tracking and deal value and revenue forecasting
- Lets you personalize your account with custom fields
Cons
- Supports limited sales pipelines
- Won’t let you use email templates unless you purchase the most expensive plan
- Has a steep learning curve
- Start: $29 per user, per month
- Develop: $39 per user, per month
- Grow: $59 per user, per month
You can try any of the paid plans for free for 14 days, and discounts are available for annual plans.
Pipeline CRM, as the name suggests, is a CRM platform that helps businesses manage their leads and contacts, sales pipelines, and sales activities and reporting. When a lead is entered in Pipeline CRM, you can assign it to a sales representative and track its progress through various stages. As the lead moves through the sales process, you can update its status, add relevant notes, and add important documents if needed.
Once a lead is converted to a customer, you can sync their information seamlessly between Pipeline CRM and QuickBooks Online. Then, when a new order or sale is created in Pipeline CRM, invoices can be created and sent directly from the CRM platform—with all the details transferred automatically to QuickBooks Online.
Additionally, with a Pipeline CRM and QuickBooks integration, you can give your accounts team early access to your sales forecasts—allowing them to get insights into the projected revenue and sales pipeline even before deals are closed. Using QuickBooks and CRM data, your team can better analyze patterns and trends to predict sales performance.
Learn about popular alternatives to Pipeline CRM—such as Freshsales, Method:CRM, Agile CRM, and Vtiger Cloud—in our guide to the best QuickBooks Online CRM software integrations.
Square POS: Best QuickBooks Online POS Integration
Pros
- Is free POS software
- Is easier to use than most similar software
- Lets you accept payments from anywhere
- Has predictable and transparent payment processing fees
- Offers excellent marketing tools
Cons
- Has limited inventory management tools
- Charges high fees for keyed transactions
- Charges extra for other services, such as payroll and marketing
Square POS is completely free (you pay only for processing payments).
- Online (through your Square Online store): 2.9% plus 30 cents per transaction
- In-person: 2.6% plus 10 cents per transaction
- Invoiced: 3.3% plus 30 cents per transaction
- Keyed-in: 3.5% plus 15 cents per transaction
For those needing a mobile payment solution, you can purchase the Square Reader (second generation), which costs $49.
For more information about fees, read our guide on Square Fees [+ Calculator].
Square POS, which tops our list of the best POS systems, is designed to streamline sales, payment, and inventory for businesses, particularly those in the retail and hospitality industries. It processes all major credit card types for the same flat fee, which may provide savings opportunities for QuickBooks Online users.
When a sale is made, the transaction details are transferred automatically to QuickBooks Online. The integration will then update the A/R balances in QuickBooks based on the allocated payments—reducing the outstanding balance for the customer who has made the payment.
While we believe Square has the best overall POS system, there are many other great providers that might be a better fit for certain businesses. For example, we recommend Toast for restaurants and Shopify for ecommerce businesses. You can explore our roundup of the top-recommended POS systems for options.
QuickBooks Payroll: Best QuickBooks Online Payroll Integration
Pros
- Is a native integration with QuickBooks Online
- Offers same-day and next-day direct deposits
- Includes time tracking and HR services
- Has affordable contractor payment packages
- Handles tax payments and filings for federal and state taxes
Cons
- Has limited HR features
- Can be expensive for small businesses
- Offers HR advisory services and tax penalty protection only in the Elite plan
- Core: $50 base fee plus $6 per employee monthly
- Premium: $85 base fee plus $9 per employee monthly
- Elite: $130 base fee plus $11 per employee monthly
- Contractor-only payments: $15 monthly for 20 contractors; plus $2 for each additional worker
To help you decide which plan is right for you, read our QuickBooks Payroll plans comparison.
As a native integration, QuickBooks Payroll integrates seamlessly with the core functionalities of QuickBooks Online. It is one of our leading payroll software and provides the tools needed to manage employee payroll, such as salary calculations, deductions, and generating paychecks.
Once payroll is processed, all the relevant details—such as payroll expenses and tax liabilities—flow automatically to the appropriate accounts within QuickBooks Online’s general ledger (GL). QuickBooks Payroll allows you to run unlimited monthly payroll and pay your employees and contractors through paper checks or direct deposits. It offers next- or same-day direct deposits so that your employees receive their paychecks much more quickly.
The data in QuickBooks Payroll can also be used for budgeting and analysis purposes. For instance, you may incorporate payroll costs into your budget by adding line items for salaries, payroll taxes, and benefits within QuickBooks Online. This can help you understand the impact of payroll on your profitability so that you can make informed decisions regarding compensation and staffing.
We recommend QuickBooks Payroll to most QuickBooks users for its simplicity, which stems from its deep native integration with QuickBooks Online. However, if you’re willing to work with a third-party provider and put a little more effort into setting up the integration, there are several other great choices for payroll integrations. For instance Gusto and Paychex both have QuickBooks Online integrations. Learn about these and other options through our list of the best payroll software.
QuickBooks Payments: Best QuickBooks Online Payment Processing Integration
Pros
- Can be set up directly from within QuickBooks Online
- Supports all types of payments
- Lets you accept recurring payments and send recurring invoices
- Has a free mobile app, QuickBooks GoPayment
Cons
- Requires QuickBooks Online subscription
- Has limited hardware options
- Is not ideal for businesses with a high volume of card-present transactions
QuickBooks Payments itself is free, and you only pay transaction fees based on the type of payment you process.
- Swiped: 2.5%
- Keyed-in: 3.5%
- Invoiced: 2.99%
- Bank transfer: 1.0%
QuickBooks Payments provides QuickBooks Online users with flexible and convenient payment processing options. You can process payments through various channels—including in-person, mobile devices, automated clearing house (ACH) transfers, and directly within the QuickBooks platform.
To help you expedite the billing process, you can create and send invoices directly from within QuickBooks Online and include payment options, such as credit card or bank transfer, using the QuickBooks Payments platform. What’s more, it allows you to create a one-time payment link that you can send to your customers.
If you have recurring billing arrangements, such as subscription and ongoing services, you can set up recurring payment schedules to automate payment collection. To help you receive your funds quickly, you can set up a QuickBooks Checking account to receive free instant deposits.
We love QuickBooks Payments for its simplicity and deep native integration with QuickBooks Online, but there are some more affordable options available, such as Helcim, which is discussed later in this article. You can find more credit card payment integrations in our evaluation of the leading credit card processing QuickBooks integrations.
QuickBooks Time: Best QuickBooks Online Time Tracking Integration
Pros
- Integrates directly with QuickBooks Online
- Includes GPS tracking and geofencing features
- Offers multiple clock-in options, including the QuickBooks Time Kiosk, web browser, and mobile app
- Can be used to track expenses and mileage
Cons
- Requires a web kiosk to use facial recognition
- Is one of the most expensive time tracking software
- Lets you send invoices only from within QuickBooks Online
- Premium: $20 monthly base fee + $8 monthly per user
- Elite: $40 monthly base fee + $10 monthly per user
You can try QuickBooks Time for free for 30 days. However, if you sign up right away, you’ll receive a 50% discount for three months.
Businesses that charge clients on an hourly basis should consider using QuickBooks Time (formerly known as TSheets), one of our top-recommended time tracking solutions. As with QuickBooks Payroll, QuickBooks Time can be accessed directly from within QuickBooks Online. It allows you to track your employees’ working time using various methods, such as mobile apps, web browsers, and time clock kiosks.
It offers plenty of useful tools and features, such as GPS tracking and geofencing and the ability to create employee schedules and manage projects. It also comes with a mobile app that allows supervisors to clock their team members in, track their location, send alerts, manage timesheets, and more.
On the downside, QuickBooks Time is among the most expensive time tracking software we’ve reviewed. That said, it may not be ideal for firms and accountants on a budget. You can check out alternatives in our guide to the best time tracking software for accountants.
While QuickBooks Time excels because of its deep integration with QuickBooks Online, there are a few other time tracking recommendations on our roundup of the best time tracking integrations for QuickBooks Online. Among those are Homebase, which is best for multilocation companies with hourly employees, and Timesheets.com, which provides an affordable time tracker.
Katana: Best QuickBooks Online Inventory Management Integration for Manufacturers
Pros
- Automatically generates bills and invoices within QuickBooks Online
- Has comprehensive workflow automation features for manufacturers
- Tracks inventory orders and reorder points
- Includes floor shop operators
Cons
- Lacks a dedicated mobile app for Shop Floor management
- Doesn’t support FIFO inventory method
All plans come with unlimited users and offer a discount for annual subscriptions.
- Starter: $199 monthly with no onboarding
- Standard: $399 monthly plus $999 one-time onboarding fee
- Professional: $899 monthly plus a $1,249 one-time onboarding fee
- Professional Plus: $1,999 monthly plus $1,499 one-time onboarding fee
While QuickBooks Online has inventory management features, it lacks some important functions needed by most manufacturers, such as material requirements planning and production scheduling. Katana, one of our top accounting software for manufacturers, integrates with QuickBooks to provide those enhanced inventory features.
Manufacturers can manage their material requirements easily in Katana and have the relevant data flow into QuickBooks Online automatically for accurate financial reporting. Katana’s production planning capabilities also allow manufacturers to create production orders, allocate resources, and set timelines for each operation—helping them optimize their production processes.
In our roundup of the best inventory software that integrates with QuickBooks, we selected Katana as the best for manufacturers because it helps you to keep track of production schedules, expiration dates, purchase orders, materials tracking, and stock transfers. It lacks a free plan, though it allows for limited users. If you’re seeking an easy-to-use inventory software that offers a free version, unlimited users, and two-way sync with QuickBooks, Zoho Inventory is a strong choice and our top recommendation.
LeanLaw: Best QuickBooks Online Legal Management Integration for Small Firms
Pros
- Is best for small law firms when integrated with QuickBooks
- Reconciles trust accounts automatically
- Supports LEDES Legal Electronic Data Exchange Standard billing format
- Allows you to track billable time in different ways, such as mobile app and web pop-up
- Includes a mobile app to track billable time
Cons
- Lacks CRM features
- Lacks case and matter management features
- Won’t let you send invoices
- LeanLaw Core: $50 per user, per month
- LeanLaw Pro: $65 per user, per month
You can request a 14-day free trial before buying.
When integrated with QuickBooks Online, LeanLaw enhances the program’s capabilities by adding legal-specific functionalities such as trust accounting and legal billing. This integration enables law firms to track billable hours, manage trust accounts, and switch between accounting by client or matter.
Further, LeanLaw helps law firms streamline legal billing by creating detailed invoices in LEDES formats. Once a time entry is created in LeanLaw, you can push it into QuickBooks Online seamlessly for invoice generation. LeanLaw also provides legal-specific reports that are grouped into categories, such as by user, by practice area, and by client and matter.
While we like LeanLaw for QuickBooks users, law firms should also consider an all-in-one software solution designed specifically to address the needs of law firms. One of our top recommendations is CosmoLex, which also has excellent CRM features, but you can find additional alternatives in our evaluation of the best law firm accounting software.
Helcim: Most Affordable QuickBooks Online Card Processing Integration
Pros
- Doesn’t require a long-term contract
- Comes with free invoicing and ecommerce tools
- Has free POS and online store software
- Provides automated volume discounts
Cons
- Can be expensive for businesses processing less than $50,000 per month
- Is only for businesses in the US and Canada
- Has limited back-office integrations
- LeanLaw Core: $50 per user, per month
- LeanLaw Pro: $65 per user, per month
You can request a 14-day free trial before buying.
When integrated with QuickBooks Online, LeanLaw enhances the program’s capabilities by adding legal-specific functionalities such as trust accounting and legal billing. This integration enables law firms to track billable hours, manage trust accounts, and switch between accounting by client or matter.
Further, LeanLaw helps law firms streamline legal billing by creating detailed invoices in LEDES formats. Once a time entry is created in LeanLaw, you can push it into QuickBooks Online seamlessly for invoice generation. LeanLaw also provides legal-specific reports that are grouped into categories, such as by user, by practice area, and by client and matter.
While we like LeanLaw for QuickBooks users, law firms should also consider an all-in-one software solution designed specifically to address the needs of law firms. One of our top recommendations is CosmoLex, which also has excellent CRM features, but you can find additional alternatives in our evaluation of the best law firm accounting software.
Shopify Connector by QuickBooks: Best QuickBooks Online Shopify Integration
Pros
- Enables you to connect multiple Shopify storefronts
- Is free with any QuickBooks Online subscription
- Automatically updates stock levels between Shopify and QuickBooks Online
Cons
- Doesn’t work with QuickBooks Desktop
- Only connects to Shopify; no other sales channels are compatible
- Can have a steep learning curve
Shopify Connector by QuickBooks is free to use if you have a QuickBooks Online subscription, which ranges from $35 to $235 per month depending on the number of users and features needed.
We selected Shopify Connector by QuickBooks as the best Shopify integration because it is free with any QuickBooks Online subscription and compatible with all versions. It lets you connect multiple Shopify storefronts to your account and is backed by Intuit’s customer support. International ecommerce businesses will also benefit from its multilanguage and multicurrency support as well as global tax compliance.
Shopify Connector by QuickBooks automatically imports Shopify orders and associated payments into QuickBooks Online, reducing the need for manual entry. You can also track and manage order fulfillment directly within QuickBooks Online, allowing you to view order status, track shipments, and update fulfillment information.
Shopify Connector by QuickBooks is our overall best Shopify integration for QuickBooks because it provides a free direct connection between QuickBooks Online and Shopify. If you’re seeking a Shopify integration for QuickBooks Desktop, we suggest Webgility, which is also covered in that guide.
How to Find the Best QuickBooks Online Integration
When looking for a QuickBooks integration that is suitable for your business, consider the following factors:
- Ease of setup and use: A good QuickBooks Online integration should be easy to set up so that you can start using its features right away. Also, it should not require significant training or technical expertise.
- Unique needs: Know what particular features your business needs that you want to incorporate into QuickBooks Online. For instance, if your business heavily relies on managing customer relationships and sales processes, then you should look for a CRM integration, like Pipeline CRM.
- Cost-effectiveness: Evaluate the pricing structure of the software, including any additional fees and limitations, and compare it with the value and benefits it brings to your business.
- Integration capabilities: Evaluate the extent of integration the solution offers. For instance, assess what data it syncs between QuickBooks and your platform, what areas of QuickBooks Online it supports, such as sales, expenses, and inventory, and what particular workflows it automates.
- Scalability: Know whether the integration can scale alongside your business as it grows. It should be able to accommodate increased data volume and handle expanding operations without any problems.
- Security: When integrating QuickBooks Online with another app or system, you’re also sharing data, so ensure the platform is secure. See to it that the software provider follows industry-standard security practices, such as advanced encryption and strict access controls.
- Customer support: Check the availability and quality of customer support provided by the provider. Ideally, you should be able to contact the provider by phone so that you can have direct conversations with their support team in case you encounter issues.
- Reviews: Check out insights and recommendations from those who have already used the software. This will help you discover the pros and cons of the program and whether users have positive experiences with it.
When to Use a QuickBooks Online Integration
While QuickBooks Online offers a comprehensive set of features, there may be specific requirements or industry-specific needs that go beyond what it offers out of the box. You should consider a QuickBooks Online integration if you:
- Run an online store or engage in ecommerce activities
- Need to track employee time and payroll
- Have sales teams that engage in marketing activities
- Operate in a specialized industry, such as legal and construction
- Have a physical retail store and you want to sync your data between your online and offline channels
- Require advanced inventory management features not offered by QuickBooks
Frequently Asked Questions (FAQs)
QuickBooks Online is cloud-based accounting software that helps you manage different aspects of your business, such as invoicing, income and expense tracking, and reporting. It has a comprehensive feature set, making it our overall best small business accounting software.
There are more than 750 QuickBooks Online integrations available across various categories—such as payment processing, CRM, ecommerce, inventory management, and time tracking.
The best place to find the various integrations available for QuickBooks Online is the QuickBooks App Store, which is a marketplace of approved third-party integrations.
It depends on the specific software that you want to integrate with QuickBooks Online. Some providers offer a simple setup process, whereas others may require a more complex configuration.
When looking for the best QuickBooks app integration, consider several factors, such as the specific functionality you require, integration capabilities, user reviews, pricing, and customer support options.
Bottom Line
The suitability of a QuickBooks Online integration depends on your unique business needs and the specific software or services you use. The best QuickBooks Online integrations discussed above are our recommendations for specific business purposes, such as CRM, payroll, and time tracking. However, note that these are a few examples, and there are hundreds of other possible QuickBooks Online integrations you can consider.
