How To Do QuickBooks Gmail Integration?

A huge number of companies use QuickBooks as their accounting software to accomplish tasks like invoicing, payments, reporting, etc. Like, many small businesses use G Suite to manage their schedules and communicate with customers.

However, the accounting process also involves the sharing of financial information with clients via emails regularly. Over the past few years, Google and Intuit have worked together to provide the best solutions for small businesses; whether they choose to work in Gmail or QuickBooks.

Hence, integrating two platforms enables business owners to make it easier to communicate with their customers, maintain data accuracy, and get paid on time. Moreover, it integrates your important workflows to free you up to focus on your business instead of manually entering data, switching screens, or keeping track of bills. As a result, it reduces the amount of time they spend on the books and also reduces human errors. Let’s learn the process for QuickBooks Gmail Integration in this ultimate guide.

What is Gmail?

Gmail is a web-based email service this service is handled by Google. It is a free service. you can use this service for conversation, sending, or receiving Emails. This service saves your time and keeps messages secure.

What is QuickBooks?

QuickBooks is the most popular software for accounting and managing expenses or keeping track of daily health. In this, you can prepare invoices for customers, and pay bills, reports, and taxes. Multiple solutions are available to support a variety of business requirements, including in QuickBooks Product List: QuickBooks Online, QuickBooks Desktop, QuickBooks Payroll, QuickBooks Time, or QuickBooks Checking.

Supported Triggers and Actions

Triggers

New Attachment Triggers when you receive a new attachment (triggers once per attachment).	New Email Triggers when a new e-mail appears in the specified mailbox.
New Labeled Email Triggers when you label an email.	New Label Triggers when you add a new label.
New Starred Email Triggers when you receive a new email and star it within two days.	New Email Matching Search Triggers when you receive a new email that matches a search string you provide.
New Thread Triggers when a new thread starts.
New Account Triggered when you add a new account.	New Bill Triggers when a new bill is added.
New Customer Triggered when you add a new customer.	New Estimate Triggered when you add a new estimate.
New Expense Triggers when a new expense is added.	New Invoice Triggered when you add a new invoice.
New Invoice Triggered when you add a new invoice (with line item support).	New Sales Receipt Triggered when a new sales receipt is added (with line item support).
New Payment Triggered when a payment is received (with line item support).	New Purchase Order Triggers when a new purchase order is added.
New Sales Receipt Triggered when a new sales receipt is added.	Updated Customer Triggered when an existing customer is updated.
New Vendor Triggered when a new vendor is added.

Actions

Add Label to Email Add a label to an email message.	Create Label Creates a new label.
Create Draft Create (but do not send) a new email message.	Send Email Create and send a new email message.
Find or Send Email Finds or creates a specific message.	Find Email Finds an email message.
Reply to Email Send a reply to an email message.	Find or Send an Email Finds or creates a specific message.
Create Bill (Item Based) Create a new bill, optionally tied to a customer.	Create Bill (Account Based) Create a new bill, optionally tied to a customer (with line item support).
Create Bill (Item Based) Create a new bill, optionally tied to a customer (with line item support).	Create Credit Memo Creates a new credit memo.
Create Customer Adds a new customer.	Create Estimate Create a new estimate (with line item support).
Remove the Label from Email Remove a label from an email message.	Create Product/Service Creates a new product or service.
Create Journal Entry Creates a new journal entry.	Create Invoice Adds a new invoice (with line item support).
Create Sales Receipt Adds a new sales receipt (with line item support).	Create Payment Creates a new payment, optionally linked to an invoice.
Create Purchase Order Creates a new purchase order.	Create Refund Receipt Creates a new refund receipt.
Send Invoice Send an existing invoice.	Send Sales Receipt Send an existing sales receipt.
Create Expense Creates a new expense using a check, cash, or credit card.	Update Customer Updates an existing customer.
Update Invoice Updates an existing invoice (with line item support).	Create Vendor Adds a new vendor.
Find Account Find an account by name.	Find Customer Find a customer by name or email address.
Find Invoice Find an invoice by number.	Find Product(s) Find a product by name (with line item support)
Find Vendor Find a vendor by name.	Find or Create a Customer Finds or creates a specific customer v2.
Find or Create a Customer Finds or creates a specific customer v2.

Key benefits:

1. Send Payment reminders

Many times, customers forget to pay their bills on time or might be running late to settle his/her bills and every time they have to make calls for due payments. But now, you don’t have to follow the traditional process. If their payment is due in a few days or they're behind schedule, you can send them polite reminders by integrating your email with QuickBooks.

2. Sync contacts

It is time-consuming to enter client and vendor contact information into QuickBooks and your email account. All contacts are automatically synced when QuickBooks and email services are synchronized, removing the need to manually enter contact information.

3. Send invoices directly

Creating an invoice, printing it, scanning it again, and emailing it all were part of the old traditional procedure of sending bills to consumers. Even if a person spends the entire day doing such tiresome duties, he or she will only be able to send a few bills per day.

Users can send invoices through emails within QuickBooks just with the integration of email service. They will be able to save time and effort by not having to complete such tedious duties.

4. import/export data:

QuickBooks has made it easier than ever to import/export data from emails. Data from spreadsheets and other documents may be readily imported/exported using email integration, eliminating the need to copy-paste data numerous times.

Let’s begin the process of QuickBooks Gmail Integration:

Allow or enable less secure apps in your Google Apps account by contacting your Google Apps Administrator:

First, sign in to the Google Admin console
Next, click on the Security >>> Basic Settings
Now, select “Go the Settings for less secure apps” under the Less secure apps
Move to the subwindow and select the radio button “Allow users to manage their access to less secure apps”
Or simply select “Enforce access to less secure apps for all users”
In case, you select “Allow users to manage their access to less secure apps”
Each user who requires QuickBooks email access must complete the following steps:
- Move to the “Less secure apps” tab within “My Account”
- Select the “Turn on” option which is next to the “Access for less secure apps”.

Integrate multiple Email services with QuickBooks

Hundreds of programs including email services such as Outlook, Hotmail, and Yahoo, may be readily integrated with QuickBooks.

Below are the following email services that sync with QB:

1. Set up Email Services in QuickBooks

Users that use Intuit's services such as IMS, QuickBooks Payroll, QuickBooks Enterprise Full Service Plan, Accountant's Copy File Transfer, and others are only eligible to use QuickBooks' email service.

Go to the QuickBooks Email Settings while setting up an email in your QuickBooks
Next, move to the Edit menu, if you already set up an email
After that, click Preferences >>> QuickBooks Email radio button from the “My Preferences” tab
Now, enter the necessary information and then hit “OK”
In the end, send a test email to verify the sync.

2. Integrate Outlook with QuickBooks

Microsoft Outlook is the most extensively used email service among small and medium businesses. As a result, staff will not have to learn anything new to integrate it with QuickBooks. Its user-friendly interface helps companies in client management and team communication.

Microsoft Outlook has the following features:

Quick email processing
Shortcut keys
Free import and export of data
Customized calendar
Email attachment reminder

3. Steps to sync QuickBooks with Outlook

Initially, configure the Outlook email account that you want to use (if you have not done so already)
Next, collect all the information from the Internet or email provider such as:
- Incoming email server address
- Incoming email server type
- Outgoing email server address
- Username and password
After that, set up Outlook in QuickBooks
- Go to the Edit menu
- Select the Preferences >>> Send Forms
- Select the Outlook from “My Preferences” tab and then enter the details
- Once done then click “Ok”
Finally, test whether the sync is successfully done by sending a test email to yourself.

4. Integrate QuickBooks with Secure Webmail

Integrate your webmail account with your QuickBooks solution to send emails directly from the software if you want to use Gmail, Hotmail, or Yahoo email services. The methods are identical to those described above, although different email providers may require different SMTP servers, port configurations, and SSL security.

Steps to change Preferences for sending forms in QuickBooks

To start with move the Edit menu >>> Preferences
At the left of the Preferences window click on the “Send Forms” window within the List
After that, go to the “Send Email Using” and select the “Webmail” option
Next, click on the “Add” button and QuickBooks will open the window “Add Email Info”
Enter the email address within the Email ID field
Now, go to the Email Provider field and choose “Others”
Enter the “SMTP-relay.gmail.com” (without quotations) within the “Server Name” field
Enter the “587” in the Port field and confirm the SSL box must be checked
Once done then click OK twice and exit the preferences window
At last, test using QuickBooks form or send an email to yourself to test the sync.

How Does Gmail QuicBooks Integration Work?

Step 1: Get certified on Gmail and QuickBooks.
Step 2: Choose one of the apps as the trigger that will start your automation.
Step 3: Choose the resulting action from another app.
Step 4: Select the data which data you want to send from one app to another.

Final Thoughts!

Intuit’s QuickBooks provides a variety of choices for syncing different email providers, allowing users to submit data by email with the flexibility and ease they choose. While the software allows you to send emails, Intuit has also ensured that the information you provide remains safe and secure during data transfer. It is hoped that the above solutions save you some time with QuickBooks Gmail Integration.

QuickBooks Gmail Integration