QuickBooks Data Connector User Guide

QuickBooks Data Connector User Guide

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QuickBooks is a powerful accounting software that helps businesses manage their finances, track expenses, and generate financial reports. This guide will walk you through the process of integrating QuickBooks with Power My Analytics, allowing you to automate your financial data collection and create insightful reports. By following these steps, you'll be able to streamline your financial reporting and gain valuable insights into your business performance.

Prerequisites

Before you begin, ensure you have:
  1. Login credentials for your Intuit account (email, user ID, or phone number)

Adding QuickBooks as a Data Source

  1. Log in to your Power My Analytics hub.
  2. Navigate to Sources from the main menu.
  3. Click on + Add New Source.
  4. Select QuickBooks from the gallery of available sources.
  5. Sign in to your QuickBooks account to authenticate.


Creating a Data Studio Report

Follow these steps to create a Data Studio report using your QuickBooks data:
  1. After adding QuickBooks as a data source, go to Reports > Data Studio in your PMA hub
  2. Select QuickBooks under Create Data Studio Report (this will open the official Data Studio application in a new window)
  3. Google Data Studio Configuration:
    1. Step 1:
      1. Name your data source (e.g., "QuickBooks - Your Organization Name")
      2. Choose your Power My Analytics hub from the dropdown
      3. Optional: Leave "Use report template for new reports" checked to use the PMA demo template
      4. Click Next
    2. Step 2:
      1. User Account: Select your QuickBooks account (for real data) or "Sample Account" (for sample data)
      2. Click Next
    3. Step 3:
      1. Choose "Accounting Method" for reports
      2. Optional: Allow "Accounting Method" modification in reports
      3. Choose "Invoice dates based on" for reports
      4. Optional: Allow "Invoice dates based on" modification in reports
      5. Click Connect (top right) to complete the data source configuration
    4. Step 4:
      1. Click Create Report (top right)
For a quick start, use our pre-built QuickBooks demo template.

Key Reports and Fields

QuickBooks data in Power My Analytics offers a wide range of metrics and dimensions. Here are some popular metrics you can use in your reports:
  • Key Metrics: Net Income, Balance, Invoices 91+ Days Late, Invoices 61-90 Days Late, Invoices 31-60 Days Late, Amount
  • Balance Sheet Metrics: Assets, Liabilities
  • Cash Flow Metrics: Operating Activities, Net Income, Total Adjustments
  • Accounts Receivable Metrics: 1-30 days, 31-60 days, 61-90 days, 91+ days, Total, Current
  • Profit and Loss Metrics: Total Income, COGS, Expenses, Other Expense, Total Expenses, Net Income, Amount, Balance, Amount (profit loss detail), Income Amount, Expenses Amount
  • Invoice Metrics: Amount, Open Balance, Qty, Rate
  • Account Metrics: Balance
For a complete list of available QuickBooks fields, refer to the Schema Explorer.

Currency Handling

Power My Analytics automatically uses the home currency from your connected QuickBooks account for all monetary fields (Income Amount, Expenses Amount, COGS Amount, Other Expense Amount, Other Income Amount, and Net Income). For example, if your QuickBooks account is configured in GBP, your reports in Data Studio will display amounts as GBP.

Note for accounts connected before April 14, 2026: If you connected your QuickBooks source before April 14, 2026, your reports may still display amounts in USD even when your QuickBooks account uses another currency. To pick up the correct currency, either:

  • Disconnect and reconnect the QuickBooks source in your PMA hub (Sources > Action > Remove Source, then Sources > + Add new source), or
  • Contact PMA support and we can update the currency on our end.

If you need to display QuickBooks data alongside another currency in the same report, see How to Convert a Currency to Another Currency. Power My Analytics does not perform currency conversion automatically.

Accounting Method (Cash vs. Accrual)

Power My Analytics reports your QuickBooks data on a cash basis by default. If your business keeps its books on an accrual basis (or you simply want to see accrual figures), you can switch the accounting method in the QuickBooks connector configuration in Data Studio.

To choose your accounting method:

  1. In your PMA hub, go to Reports > Data Studio and select QuickBooks to configure a new data source in Data Studio. For an existing data source, choose Edit Connection in Data Studio.
  2. In the connector configuration screen (the same screen where you set your invoice date option), locate the accounting method option.
  3. Select Cash or Accrual.
  4. Click Connect (top right) to apply your selection.

Your selection applies to QuickBooks report-based figures, including Profit and Loss, Balance Sheet, Cash Flow, A/R Aging, and Profit and Loss Detail. When you switch to Accrual, your reported numbers update to match QuickBooks' accrual reporting, so they may differ from the cash-basis figures you saw before.

NotesNote: The default is Cash, so your existing reports will not change unless you switch to Accrual. If you already have a QuickBooks data source, you'll see the accounting method option the next time you open Edit Connection in Data Studio.

Limitations and Important Considerations

  1. Backfilling: An initial backfill of 24 months will be performed when you first connect your QuickBooks account as a data source.

Unavailable Data

  1. Cached Data Requests with Unique Metrics and Date Dimension: When a unique metric is paired with the date dimension, this will result in a request for cached data instead of a request for live data. For this reason, only cached data will appear in a report or chart that pairs a unique field with the date dimension.
  2. Realtime data
  3. Custom fields

Tips and Tricks

  1. Avoid Mix and Match errors by checking the Schema Explorer before you create charts and filters. Make sure all metrics added to a chart are contained within the same table space.
  2. If you are using a language other than English, some filters may not work properly. Contact us using the link below for help with those filters.
  3. Pay close attention to Invoices dates based on in the connector configuration screen. Your selection will make a difference in your reports.

Troubleshooting

See our article Basic Troubleshooting for information on issues that may affect the QuickBooks connector.

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