Syncing data¶

QuickBooks Complete syncs selected QuickBooks data types into monday boards so teams can work from current accounting data while keeping QuickBooks as the system of record.

What syncing does¶

For each configured data type (for example Customers, Invoices, or Vendors), the app creates or links a monday board and mirrors QuickBooks records to that board.

This includes existing data and ongoing changes, including additions, updates, and changes to whether a record is active or deleted.

Initial sync¶

During setup, initial sync time depends on data volume and API throughput. Large datasets take longer to complete. Initial backfill runs in chunks, so progress updates appear in batches rather than one item at a time.

See Monitoring to follow progress or request a full re-sync when board data needs to be restored from QuickBooks.

Ongoing sync behavior¶

After initial setup, ongoing sync is triggered by QuickBooks webhooks. This mechanism generally triggers the data to appear in your monday boards within seconds.

In the past, the QuickBooks webhook mechanism has been mostly reliable, but has occasionally had delays or outages. Therefore, a scheduled fallback process also runs periodically to catch any changes that might be missed, helping keep monday aligned with QuickBooks over time.

Inactive and deleted QuickBooks records¶

QuickBooks handles removal differently depending on the type of record. List records become inactive and can be reactivated later, while deleted transactions are permanently deleted in QuickBooks.

QuickBooks Complete does not delete or archive the corresponding monday item when either kind of lifecycle change occurs. Instead, it retains the item and represents its lifecycle state in a synced field:

When a list record is reactivated in QuickBooks, the app updates the same mapped monday item. For a deleted transaction or Project, the lifecycle field changes to Deleted while the item’s other synced values remain available for historical context. On Project boards, QuickBooks Status is separate from the Project Status field that describes its business status.

QuickBooks Complete periodically reconciles linked boards with the supported fields. If an existing board is missing its lifecycle field, the app adds and populates it automatically. See Automatic column mapping and updates.

A resync does not infer that a QuickBooks record was deleted merely because it is absent from QuickBooks results. Therefore, monday items removed under earlier sync behavior and historical transaction deletions are not necessarily reconstructed or marked by a later resync.

Attachments¶

The app supports syncing file attachments for Bills, Customers, Employees, Estimates, Invoices, Purchases, Purchase Orders, and Vendors.

Attachments sync one way from QuickBooks to monday. Attachments are only added to monday, never removed.

QuickBooks sometimes restricts which files can be attached. If QuickBooks does not allow a certain file, the sync skips that file.

Data-specific sync notes¶

Expenses and purchase orders¶

Expense and purchase order boards include line-item billable amount columns: Billable Amount, Non-Billable Amount, and Has Been Billed Amount.

These columns summarize the synced line amounts by QuickBooks billable status. They are useful when you need to review customer/project-related purchasing activity from monday.

Using the boards¶

monday boards are mirrors of QuickBooks data. Let these boards, or at least the columns that the app created, be updated by the sync process. Don’t edit them yourself.

Some users prefer to add their own additional columns to the boards that are created automatically. This works well for very simple cases, but we recommend a more sophisticated monday.com usage approach. Leave these boards as data lookup boards and then create separate boards to manage your process workflow. Use the various monday features like the connect board feature, etc. to bring data from the synced lookup boards to where you need it.