Email to QuickBooks Online, Automatically
Bills posted with vendor, line items, tax and the original PDF attached.
QuickBooks Online is where most small businesses keep score, and entering bills is the chore that keeps it from being current. A bill sits in an inbox for a week, gets typed in from a PDF, and half the time the line-item detail gets flattened into one lump because splitting it by hand is tedious.
ZapBooks connects to QuickBooks Online and to the mailbox your bills arrive in. When an invoice lands, it is read, extracted, matched to an existing vendor, coded against your chart of accounts and written into QuickBooks as a bill with the source document attached.
The result is that QuickBooks reflects what you actually owe, today, rather than what someone had time to type in last Friday.
Connecting QuickBooks Online
- 1
Start a ZapBooks trial
Sign up for the 14-day free trial. No credit card is required to connect and test the sync.
- 2
Connect your email account
Authorise read-only access to the Gmail or Outlook mailbox your supplier invoices arrive in. ZapBooks never stores your email password; the connection uses OAuth and can be revoked from your email provider at any time.
- 3
Connect QuickBooks Online
Authorise ZapBooks from the QuickBooks connection screen and pick the company file bills should post to.
- 4
Confirm your account mapping
Review the default expense accounts ZapBooks proposes for your most common vendors and adjust anything that is wrong. These mappings persist, so you only correct a vendor once.
- 5
Approve the first batch
ZapBooks processes recent invoices so you can see extraction quality immediately. Approve what looks right and correct what does not; corrections train the mapping for next time.
Where each field lands
| Extracted from the invoice | Written to QuickBooks Online |
|---|---|
| Vendor / supplier name | Vendor, matched against your existing vendor list |
| Invoice number | Bill no. |
| Invoice date | Bill date |
| Due date or payment terms | Due date and terms |
| Line item description | Category or item description on the bill line |
| Line item quantity and unit price | Qty and rate |
| Line item amount | Line amount, coded to your chart of accounts |
| Tax / VAT / sales tax | Tax code and amount |
| Invoice total | Bill total |
| Purchase order reference | Memo and PO matching on the Pro plan |
| Original PDF or image | Attachment on the QuickBooks transaction |
What it does
- Creates bills in QuickBooks Online with full line-item detail rather than a single lump total.
- Matches vendors against your existing QuickBooks vendor list instead of creating duplicates with slightly different spellings.
- Codes lines to your chart of accounts using per-vendor rules that persist after the first correction.
- Attaches the original PDF or image to the QuickBooks transaction so the audit trail survives.
- Detects duplicate invoices before they post, using vendor and invoice number matching.
- Applies tax codes so sales tax and VAT land on the right line rather than being folded into the total.
- Purchase order matching on the Pro plan flags price and quantity variances before approval.
What it does not do
- ZapBooks does not pay bills. Payment happens in QuickBooks Bill Pay, your bank or whatever you use today.
- QuickBooks Desktop is not supported. The integration is with QuickBooks Online.
- ZapBooks does not create or manage customer invoices (accounts receivable). It handles bills you receive.
- Job costing, classes and projects stay in QuickBooks. ZapBooks posts the bill; your existing structure carries the allocation.
QuickBooks Online questions
Other integrations
Start syncing to QuickBooks Online
14-day free trial, no credit card. Connect your mailbox, connect your ledger, review the first batch.
14-day free trial. No credit card required.