Invoices are the single most exported entity from QuickBooks Online. Whether you're building an accounts receivable aging report, sharing outstanding balances with your team, or feeding data into a custom dashboard, invoice data almost always needs to live in a spreadsheet at some point.
The problem? Exporting invoices manually from QuickBooks is painful. You have to navigate to the report you need, set the date range, click export, wait for the CSV, open it in Google Sheets, clean up the formatting, and repeat the entire process the next time you need fresh data. If you do this weekly — or worse, daily — it adds up to hours of tedious busywork every month.
There's a better way. SheetsSync connects QuickBooks Online directly to Google Sheets, letting you pull invoice data with a few clicks and set it to refresh automatically. In this guide, you'll learn exactly how to set it up, what fields you get, and how to keep your spreadsheet current without ever touching the export button again.
What Invoice Data Gets Synced
When you sync invoices with SheetsSync, you get access to the full invoice record from QuickBooks Online — not just a summary. Each row in your spreadsheet represents one invoice, with every field mapped to its own column.
Here's the complete list of invoice fields SheetsSync pulls:
| Field | Description |
|---|---|
| Invoice Number (DocNumber) | The unique invoice number assigned in QuickBooks |
| Customer Name | The display name of the customer on the invoice |
| Customer Email | The email address associated with the customer |
| Invoice Date (TxnDate) | The date the invoice was created |
| Due Date | The payment due date |
| Total Amount | The full invoice total including tax |
| Balance | The remaining unpaid amount |
| Status | Paid, Unpaid, Overdue, Voided, etc. |
| Line Items | Individual line item descriptions, quantities, rates, and amounts |
| Sales Term | Payment terms (Net 30, Net 60, Due on Receipt, etc.) |
| Ship Date | The shipping date, if applicable |
| Tracking Number | Shipment tracking number |
| Memo / Private Note | Internal notes attached to the invoice |
| Currency | The currency code for the invoice (USD, EUR, etc.) |
| Exchange Rate | The exchange rate if multi-currency is enabled |
| Last Updated (MetaData) | When the invoice was last modified in QuickBooks |
You choose which fields to include during setup. If you only need Invoice Number, Customer, Total, Balance, and Status, you can select just those five and keep your spreadsheet clean. You can always add more columns later by re-running the sync configuration.
Step-by-Step Setup
Getting invoices from QuickBooks into Google Sheets takes about two minutes. Here's the process from start to finish.
Install SheetsSync from the Google Workspace Marketplace
Go to the Google Workspace Marketplace listing for SheetsSync and click Install. Grant the required permissions — SheetsSync needs access to your Google Sheets and the ability to connect to external services (QuickBooks). The installation takes about 10 seconds.
Open a Google Sheet and Launch the Sidebar
Open any Google Sheet (or create a new one). In the top menu, go to Extensions > SheetsSync > Open SheetsSync. The SheetsSync sidebar will appear on the right side of your spreadsheet. This is your control panel for all sync operations.
Connect Your QuickBooks Online Account
Click Connect to QuickBooks in the sidebar. A secure OAuth 2.0 window will open asking you to sign in to your Intuit account and authorize SheetsSync. This is the same authentication standard used by banks — SheetsSync never sees or stores your QuickBooks password. Select the company file you want to connect, and you're linked up.
Select "Invoice" as the Entity Type
In the sidebar, you'll see a dropdown labeled Data Type (or Entity). Select Invoice from the list. SheetsSync supports 9+ QuickBooks entity types — Customers, Vendors, Payments, Bills, Items, Estimates, and more — but for this tutorial, we're focusing on Invoices.
Choose Your Fields and Date Range
After selecting Invoice, you'll see the field picker. Check the columns you want to include in your spreadsheet. You can select all fields or pick a subset. If you want to limit the data to a specific period, set a date range — for example, "Last 90 days" or a custom start and end date. This is especially useful if you have thousands of invoices and only need recent ones.
Click Sync
Hit the Sync button. SheetsSync queries the QuickBooks API, pulls your invoice data, and writes it directly into your active sheet. Column headers appear in row 1, and each invoice fills a row below. Depending on the volume, this takes anywhere from a few seconds to about 30 seconds for several thousand invoices. Your data is now live in Google Sheets.
That's it. Six steps, no CSV exports, no copy-pasting, no data cleanup. Your invoice data is structured, clean, and ready to work with.
Setting Up Automatic Sync
Pulling invoices manually once is useful. Having them refresh automatically is where things get powerful. SheetsSync Pro offers two methods for keeping your spreadsheet up to date without lifting a finger.
Scheduled Sync
With scheduled sync, you set a recurring interval and SheetsSync refreshes your invoice data in the background. Available frequencies include:
- Hourly — ideal for businesses that generate a high volume of invoices throughout the day
- Every 6 hours — a good middle ground for most small businesses
- Daily — perfect for end-of-day snapshots
- Weekly — suitable for monthly reporting workflows where data doesn't change rapidly
To enable it, open the SheetsSync sidebar, go to your sync configuration, and toggle Auto-Sync on. Select your preferred frequency. SheetsSync runs the sync in the background — your spreadsheet updates even when you don't have it open.
Webhook Sync (Real-Time)
For teams that need data the moment it changes, SheetsSync Pro supports webhook-based sync. When a new invoice is created, updated, or deleted in QuickBooks Online, Intuit sends a webhook notification to SheetsSync, which immediately refreshes the relevant sheet.
This means your Google Sheet stays in sync with QuickBooks in near real-time. No polling, no waiting for the next scheduled run. If your accounting team creates an invoice at 2:47 PM, it shows up in the spreadsheet within seconds.
Webhook sync is available on the SheetsSync Pro plan ($19.99/month or $159.99/year). Every Pro subscription includes a 14-day free trial.
Filtering and Customizing Your Invoice Data
Raw data dumps are rarely useful on their own. SheetsSync gives you several ways to control exactly what data lands in your spreadsheet and how it's organized.
Date Range Filters
You can restrict which invoices are synced based on their transaction date. Options include preset ranges (Last 7 days, Last 30 days, Last quarter, This year) or a custom start/end date. This keeps your spreadsheet focused and avoids pulling thousands of historical invoices you don't need.
Field Selection
Don't need every column? Deselect the fields you don't want. A common lightweight configuration for tracking outstanding invoices might include just: Invoice Number, Customer Name, Due Date, Total Amount, Balance, and Status. A full audit configuration might include every available field. You can reconfigure at any time without losing data.
Sorting
Once your data is in Google Sheets, you have the full power of Sheets at your disposal — sorting, conditional formatting, formulas, pivot tables, and more. Many users add a SORT formula or set up filter views to organize invoices by due date, amount, or status. Since SheetsSync writes clean, structured data, everything works seamlessly with native Google Sheets features.
Pushing Invoice Changes Back to QuickBooks
SheetsSync isn't just a one-way data pull. With two-way sync (available on Pro), you can edit invoice data directly in Google Sheets and push the changes back to QuickBooks Online.
Editing Existing Invoices
Need to update a due date, adjust a memo, or change payment terms? Edit the cell in your spreadsheet, then use the Push feature in the SheetsSync sidebar. SheetsSync detects which rows have been modified and updates only those records in QuickBooks. The original QuickBooks invoice is updated in place — no duplicates, no conflicts.
Creating New Invoices from Sheets
You can also create brand-new invoices directly from your spreadsheet. Add a new row with the required fields (Customer Name, Line Items, Amount), and use SheetsSync's Create functionality to push it to QuickBooks as a new invoice. This is particularly useful for teams that manage invoice drafts in Sheets before finalizing them in QuickBooks.
Two-way sync supports bulk operations as well. If you need to update 50 invoices at once — say, extending all due dates by 15 days — you can make the changes in Sheets with a formula and push them all back in one batch. Try doing that from the QuickBooks interface.
Common Use Cases
Syncing invoices to Google Sheets opens up workflows that aren't possible inside QuickBooks alone. Here are the most popular ones.
AR Aging Reports
Build custom accounts receivable aging reports that update automatically. Group invoices by 0-30, 31-60, 61-90, and 90+ days overdue using Sheets formulas, and share them with stakeholders who don't have QuickBooks access.
Invoice Tracking Dashboards
Combine synced invoice data with Google Sheets charts or connect to Looker Studio for visual dashboards. Track invoice volume, average payment time, and outstanding balances at a glance. Learn more in our guide to building QuickBooks dashboards in Google Sheets.
Sharing with Team Members
Not everyone on your team needs a QuickBooks license. Share the Google Sheet with project managers, sales leads, or executives who need visibility into invoicing without giving them full accounting access.
Month-End Reconciliation
Pull all invoices for the month into a dedicated sheet, cross-reference with payments received, and identify discrepancies. Use Sheets' VLOOKUP or INDEX/MATCH formulas to match invoices against bank transactions for faster close cycles.
For a broader overview of exporting all QuickBooks data types to Sheets, check out our complete guide to exporting QuickBooks to Google Sheets.