QuickBooks Integration

QuickBooks Online is a cloud-based accounting platform from Intuit, widely used by small and medium businesses for invoicing, expense tracking, and financial reporting. LostChurn syncs recovery data with QuickBooks Online so your financial records stay accurate as payments are recovered, invoices are updated, and revenue is reconciled.

Prerequisites

• A QuickBooks Online account (Simple Start, Essentials, Plus, or Advanced)
• Admin access to your QuickBooks Online company
• An Intuit Developer account (LostChurn handles app creation automatically, or you can use your own OAuth app)
• A LostChurn account with at least one workspace created

Overview

The QuickBooks integration is a data sync integration, not a payment processing integration. LostChurn does not process payments through QuickBooks. Instead, LostChurn pushes recovery outcomes to QuickBooks so your books reflect the latest payment statuses without manual data entry.

Key capabilities:

• Recovered payments automatically create Payment records against overdue invoices in QuickBooks
• Overdue invoices from your billing platform are imported into QuickBooks
• Refunds create Refund Receipt records in QuickBooks
• Revenue reconciliation reports match LostChurn recovery data with QuickBooks accounts

OAuth Setup

1. In your LostChurn dashboard, go to Settings > Integrations and click Connect QuickBooks.
2. You are redirected to Intuit's OAuth 2.0 authorization page.
3. Sign in to your Intuit account if prompted.
4. Select the QuickBooks company you want to connect.
5. Review the requested permissions and click Connect.
6. You are redirected back to LostChurn with the connection confirmed.

LostChurn requests the following OAuth scopes:

OAuth tokens are securely stored and automatically refreshed using Intuit's refresh token mechanism. LostChurn never stores your Intuit password.

What Gets Synced

Recovered Payments Create Payment Records

When LostChurn successfully recovers a failed payment:

1. LostChurn searches QuickBooks for a matching overdue invoice by document number or customer reference.
2. If a match is found, LostChurn creates a Payment record linked to that invoice, marking it as paid.
3. The payment is deposited to the account you configure (default: Undeposited Funds).
4. If no matching invoice exists, LostChurn creates a new invoice and immediately applies the payment.

Overdue Invoice Import

When a payment failure is detected:

1. LostChurn checks if a corresponding invoice exists in QuickBooks.
2. If not, LostChurn creates a new Invoice in QuickBooks with the following details:
   • Customer: Matched by email or created if new
   • Due Date: Set to the original payment date
   • Line Items: Reflect the subscription or order details from the source billing platform
   • Memo: Includes the LostChurn recovery ID for cross-reference
3. The invoice is tagged with LostChurn in the memo field for easy filtering.

Refund Receipts

When a refund is processed during recovery:

1. LostChurn creates a Refund Receipt in QuickBooks linked to the original customer.
2. The refund receipt references the original invoice number in the memo field.

Configuration

Account Mapping

In your LostChurn dashboard under Settings > Integrations > QuickBooks, configure the following account mappings:

Customer Matching

LostChurn matches customers between your billing platform and QuickBooks using the following priority:

1. Email address (exact match)
2. Display name (fuzzy match)
3. Company name (fuzzy match)

If no match is found, LostChurn creates a new Customer record in QuickBooks with the details from your billing platform.

Currency and Tax

• LostChurn matches the currency of the source payment to the QuickBooks transaction currency. Multi-currency must be enabled in QuickBooks if you process payments in currencies other than your home currency.
• Tax codes are applied based on your QuickBooks default tax settings. You can override the tax code per workspace in LostChurn integration settings.

Verify Connection

1. In your LostChurn dashboard, navigate to Settings > Integrations.
2. The QuickBooks card should show a green Connected badge and the name of your connected QuickBooks company.
3. Click Send Test Sync to create a test invoice in QuickBooks. Navigate to QuickBooks and confirm the test invoice appears under Sales > Invoices.
4. Delete the test invoice in QuickBooks after verification.

Provider-Specific Notes

QuickBooks Sandbox

Intuit provides sandbox companies for development and testing. LostChurn supports connecting to sandbox companies through the Intuit Developer portal. Sandbox events are labeled as test data and kept separate from production analytics.

To connect a sandbox:

1. Create a sandbox company in the Intuit Developer portal.
2. In LostChurn, click Connect QuickBooks and sign in with your developer credentials.
3. Select the sandbox company when prompted.

Multi-Company

If you manage multiple QuickBooks companies, you can connect each one to a separate LostChurn workspace. Each connection requires its own OAuth authorization.

API Rate Limits

Intuit enforces the following API rate limits for QuickBooks Online:

• Per minute: 500 API calls per connection
• Per day: 10,000 API calls per connection (varies by app tier)

LostChurn monitors rate limit headers and throttles requests accordingly. For high-volume accounts, LostChurn batches operations using QuickBooks' batch endpoint (up to 30 operations per batch request).

Data Retention

QuickBooks Online retains transaction data according to your subscription plan. LostChurn maintains its own record of synced transactions, so recovery data remains available in LostChurn even if QuickBooks data is archived.