Insightly QuickBooks Integration

How To Do Insightly QuickBooks Integration?

Nowadays, any successful business highly depends on technology. The problem is getting the solutions you utilize to communicate with one another so that the data they contain is up-to-date and accurate. This article is based on how you can integrate two business software i.e.,

QuickBooks accounting software and Insightly CRM software. However, Insightly uniquely offers CRM and project Management in one so you can manage sales pipelines, and customer relationships and make sure you’re on top of your projects at every stage.

Moreover, you can discover a measurable increase in convenience, efficiency, and productivity when you integrate Insightly CRM with QuickBooks. This integration also lets you view any customer payment status and history within Insightly via the QuickBooks tab. Let’s know other relevant information related to Insightly QuickBooks Integration. 

What is Insightly?

Insightly is a cloud-based, and affordable CRM (Customer Relationship Management) software. It is simple to use, quick to customize, and scales with businesses as they grow. It's designed to address common pain points that older CRMs are unable to resolve. Insightly CRM provides businesses with a range of features like contact management, project management, marketing automation, and sales pipeline management. The platform is intended to assist businesses of all sizes in improving customer relationships, Streamlining their operations, and increasing income.

Businesses can use Insightly for:

  • Opportunity management
  • Advanced Reporting
  • Mobile CRM app with business card scanning and audio notes
  • Contact management
  • Quote generation
  • Project management
  • Lead management
  • Relationship linking
  • Workflow automation
  • Email tracking

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.

How does integration help you?

  • Users will benefit from the QuickBooks integration since they will be able to access any record within Insightly via the QB tab without having to enter data or log in twice.
  • It delivers a comprehensive perspective of the end customer in one location. 
  • It's not necessary to switch back and forth between options.
  • Adopting Insightly, the average time to execute a project has decreased by 28%, just with QuickBooks integration. 
  • It will save time, streamline information flow, and provide users with a clearer view of customer account history, including invoices and payments, as well as CRM data.

Using QuickBooks with Insightly

With Insightly integration with QuickBooks you can:

  • View information from the accounting program within Insightly
  • Copy and link data between the two software
  • Create new QuickBooks Customers from Insightly

This integration also lets you connect QB records to your Insightly contacts such as:

  • Invoice, payment, and estimate dates
  • Document numbers, and more. 

Key Benefits Insightly QuickBooks Integration

  • Grow your business efficiently: Build better client relationships over time, accelerate sales, and surpass expectations at every step of the way to grow your business faster than ever before. 
  • Customer-centric financial view: Without leaving the Insightly CRM, you can see your full customer base, including account status, invoices, and payments.
  • Payment details at your fingertips: Within the Insightly contact record, you may see open, late, and income payment details.
  • Efficient recordkeeping: By tying invoices, payments, and estimates to client contacts, opportunities, or projects, you can eliminate double data entry.
  • Keeps tabs on due dates: Using Invoice Date, Payment Date, Estimate Date, or Document Numbers, link specific QuickBooks records to contacts.

Activating the Insightly QuickBooks Integration 

Insightly can be connected to QuickBooks by an administrator who has an Intuit login. This will allow you to provide chosen Insightly users' customer summaries as well as the status of individual bills, payments, or estimates. You'll be able to use QuickBooks with Insightly, once you've completed the setup.

Make sure that you must be an Insightly administrator to install QuickBooks integration: 

  • Go to the System Settings >>> Integrations 
  • Next, click on the “Install” button for QuickBooks 
  • Now, click on the tab called “Connect to QuickBooks” 
  • You’ll be redirected to the login page for QB and then enter the Intuit login credentials 
  • After that, click on the “Sign In” button 
  • To allow Insightly or display QuickBooks data, click on the “Authorize” tab whenever you request the same 
  • Back in Insightly, move to the QuickBooks integration page and then select the Insightly users who’ll have permission to view the QB financial information in Insightly 
  • Choose Everyone or Select individual people 
  • Hold the CMD key on the Mac or the Ctrl key on the PC to select multiple individuals
    • To save the changes, click on the “Save Permissions” button 
    • Your selected Insightly users will be able to connect and view QuickBooks information right from the QuickBooks tab in your Insightly records 
    • Sales Receipts will not transfer or display within the QuickBooks tab. 

There is no synchronization between the two systems as a result of the integration. Following the instructions in Connecting Insightly to QuickBooks, Insightly administrators with an Intuit login can set up the integration. The QuickBooks icon and subtab will display on each of your main records after the integration is installed. Organizations, contacts, opportunities, and projects can all be linked in QuickBooks.

How to Disconnect the Disconnect Insightly from QuickBooks?

When you want to disconnect using Insightly with your QuickBooks account, you can easily remove the access you've given it.

Below are the steps you can follow to disconnect Insightly from QuickBooks accounts:

  • First, you have to log in QuickBooks account.
  • Then, go to the Intuit App Center.
  • After That, search for "Manage My Apps" and click on it.
  • Now, find Insightly and click on "Disconnect" and then next to the app name to remove the connection.

After completing your process this will remove the connection access between Insightly and QuickBooks.

Organizations and contacts 

  • Open a contact or organization in Insightly and then click on the QuickBooks icon 
  • It will activate an automatic search for a matching organization (by name) or contact (by name or email address) within your QuickBooks record 
  • In case, Insightly doesn’t find a match in QB then you need to type a name within the search box and then hit the “Search” tab 
  • Click on the “Add Link” when a match is found 
  • QB's overview will be displayed in Insightly, including contact information and a financial summary

You can do the following from the subtab's Actions menu:

  • To remove the accounting information from this Insightly record, unlink the present record
  • Copy basic information from one system to another (addresses, phone/fax numbers, email addresses, and website addresses)
  • In a new tab, open the linked QB item
  • Estimates, bills, and payments will be listed below the summary
  • To filter the items displayed, select an option from the Show list
  • Click on the “View” button to log in to QuickBooks and access the record if you have an Intuit login and want to see the specifics of a transaction or amend it.

Opportunities and Projects 

Invoices, payments, and estimates that you have directly or indirectly linked to the record will appear under Opportunities and Projects. Direct links are products that you have found and selected from QuickBooks, while indirect connections are items that you have found and selected from other sources. Insightly Links are items that are connected to the contacts and organizations with which the current record is associated.

Supported triggers and actions of Insightly QuickBooks Integration


Deleted Record
Triggers when a record is deleted.
Updated Record
Triggers when a record is updated.
Updated Field on Record
Triggers when a field of your choosing (i.e. email address, status) is updated on any record of a specified Insightly object (ie. Contact, Lead, Opportunity, etc.).
New Record
Triggers when a new record is created.
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.


Create Record
Creates a Record
Find Record
Finds an existing Record
Update Record
Updates a Record
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).
Create Expense
Creates a new expense using a check, cash, or credit card.
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.
Create Time Activity
Creates a new single-time activity.

Steps to link the QuickBooks record directly 

You can link certain QuickBooks records based on Invoice Date, Payment Date, Estimate Date, or document numbers because opportunities and projects do not carry contact information.

  • Initially, go to the Invoice Actions >>> Payment Actions >>> Estimate Actions menu 
  • Next, select the “Find” tab 
  • From QuickBooks, enter a document number and/or a date range to view a list of matching items 
  • And then click on the Find… link
  • Once found then click on the Link button to create the link between the QuickBooks items and the current record 
  • After that, click on the “View” tab to open the QB and view the document 
  • The item with a direct link will now appear with an Un-Link button which is on the right-side screen. 

In Conclusion!

Two of your favorite products integrated help you do quick, simple, and sophisticated tasks. Easy to understand yet diverse enough to take care of all the nitty-gritty your company would ever need to utilize or integrate. Insightly QuickBooks Integration is both a time saver and a money saver. In short, a well-oiled platform ready to take on all your needs.

Call Now+1-800-961-4963