Exporting to QuickBooks
How to export an extracted invoice as a bill in QuickBooks Online.
Once InvoiceFlow has extracted your invoice data and you've reviewed it, you can export it to QuickBooks in one click.
Steps
- Open the invoice in the Results view.
- Review all fields — especially vendor name, date, and total. Fix any incorrect fields before exporting.
- Click Export to QuickBooks.
- InvoiceFlow creates a bill in QuickBooks and marks the invoice as Exported.
Automatic vendor creation
If the vendor doesn't exist in QuickBooks yet, InvoiceFlow automatically creates it for you. This happens silently — no extra steps needed.
When creating a vendor, InvoiceFlow uses:
- Vendor name (required)
- EIN/Tax ID (if available on the invoice)
The vendor is created with just these basic fields. Other details like address, phone, or email are not included — you'll need to add those manually in QuickBooks if needed.
How vendor matching works
InvoiceFlow tries to find the vendor in this order:
- Stored QBO ID — If we've exported to this vendor before, we use the saved ID (fastest)
- Exact name match — Searches QuickBooks for the exact vendor name
- Fuzzy match — Handles small differences like capitalization or punctuation (e.g., "Acme Corp" matches "ACME CORP")
- Create new — If no match found, creates the vendor automatically
Edge cases
- Archived vendors: If a vendor was archived in QuickBooks, InvoiceFlow will find and use it instead of creating a duplicate
- Invalid EIN: If QuickBooks rejects the tax ID format, InvoiceFlow retries without it
- Legacy invoices: If an invoice wasn't linked to a vendor record, the vendor is still created in QuickBooks but won't be saved for future exports
What gets exported
| InvoiceFlow field | QuickBooks field |
|---|---|
| Vendor name | Vendor |
| Invoice date | Bill date |
| Due date | Due date |
| Invoice number | Ref no. |
| Line items | Line items |
| Subtotal | Amount |
| Tax | Tax |
| Total | Total |
Re-exporting
If you correct a field after exporting, you can re-export. InvoiceFlow will create a new bill in QuickBooks — it does not update the existing one. Delete the original bill in QuickBooks if needed.
Approvals
If your account uses the approvals workflow, invoices must be Approved before the export button appears. Members can submit for approval; admins can approve and export.