QuickBooks Online Integration

Overview

FiSTWorks integrates with QuickBooks Online so you can import your vendors and customers as ACH recipients and create draft files directly from unpaid bills or open invoices. This eliminates manual data entry and keeps your ACH workflow connected to your accounting system.

QuickBooks integration is available on Pro, Plus, and Max plans.

Connecting QuickBooks

Only an organization administrator can connect QuickBooks.

How to Connect

1. Navigate to the Organization page from the top navigation menu.
2. Scroll to the QuickBooks Online section.
3. Click Connect QuickBooks.
4. You will be redirected to QuickBooks Online to sign in and authorize FiSTWorks.
5. After authorizing, you will be returned to the Organization page with a confirmation message showing your connected company name.

Once connected, the QuickBooks section displays your company name, connection date, and who established the connection.

Requirements

• You must be an administrator of your FiSTWorks organization.
• Your plan must be Pro or higher.
• You need a QuickBooks Online account with the company you want to connect.

Importing Recipients from QuickBooks

After connecting QuickBooks, you can import your vendors and customers as ACH recipients.

How to Import

1. Navigate to ACH Drafter and click the Recipients tab.
2. Click Import from QuickBooks (next to the Import CSV button).
3. In the import modal, choose whether to import Vendors or Customers using the toggle at the top.
4. The list loads from your QuickBooks account. Each entry shows:

5. Select the entries you want to import using the checkboxes. Previously imported entries are grayed out and cannot be selected again.
6. Click Next: Add Bank Details to proceed to Step 2.

Step 2: Bank Details

QuickBooks does not provide bank account details for vendors or customers (this is a QuickBooks API limitation), so you enter routing numbers and account numbers during import.

Apply common bank to all — If most or all recipients share the same bank, use the "Apply to All" card at the top of Step 2:

1. Select an existing bank from the dropdown to pre-fill the bank name, nickname, and routing number from a bank you have already configured. The fields become read-only when a bank is selected. Choose "Enter manually" to clear the selection and type new values.
2. If entering a new routing number manually, the system automatically looks up the bank name when you tab out of the field.
3. Set the Account Type (Checking or Savings).
4. Click Apply to All to push these values to every recipient below.

Per-recipient details — Each recipient card has individual fields for routing number, account number, and account type. Account numbers must always be entered individually since they are unique to each recipient.

After filling in bank details, click Import to complete the process.

Duplicate Handling

FiSTWorks tracks which vendors and customers have already been imported. If you open the import modal again, previously imported entries show an "Imported" badge and their checkboxes are disabled, so you will not create duplicates.

Creating Drafts from QuickBooks Transactions

You can create ACH draft files directly from your unpaid QuickBooks bills or open invoices.

How to Create a Draft from QuickBooks

1. Navigate to ACH Drafter and click Create New Draft.
2. In the draft creation dialog, select the From QuickBooks tab.
3. Choose the transaction type:
   • Bills (Payables) — for paying your vendors
   • Invoices (Receivables) — for collecting from your customers
4. Set a date range and click Search to pull matching transactions from QuickBooks.
5. The results table shows:

6. Select the transactions you want to include in the draft.
7. Configure the draft settings:

8. Click Create from QuickBooks.

The system creates a draft with one entry per selected transaction. For bills, entries are credits (payments to vendors). For invoices, entries are debits (collections from customers). The draft uses the balance due if available, otherwise the full transaction amount.

Recipient Matching

When creating a draft from QuickBooks transactions, FiSTWorks automatically matches each vendor or customer to an existing recipient in your system. If a match is not found, you will need to import the recipient first.

Disconnecting QuickBooks

If you need to disconnect your QuickBooks account:

1. Navigate to the Organization page.
2. In the QuickBooks Online section, click Disconnect.
3. Confirm the disconnection.

After disconnecting:

• Your previously imported recipients remain in FiSTWorks and are not affected.
• Existing drafts created from QuickBooks transactions are not affected.
• You can reconnect at any time, including to a different QuickBooks company.

Activity Log

All QuickBooks actions are recorded in the organization's Activity Log on the Organization page. You can filter the log to show only QuickBooks events. The following events are tracked:

Tips

• Import your vendors and customers before trying to create drafts from QuickBooks transactions — the system needs matching recipients to build entries.
• Use the Select Existing Bank dropdown in the "Apply to All" card to quickly assign a bank you have already configured, instead of typing routing numbers manually.
• Use the date range filter when pulling transactions to narrow results to the billing period you are working on.
• Check the Activity Log after imports and draft creation to confirm everything processed correctly.
• You can use QuickBooks alongside manual entry and CSV import — they are complementary, not exclusive.