How to Connect QuickBooks and Ninety with Zapier
Does Ninety integrate with QuickBooks? Yes, through Zapier. You can connect QuickBooks Online to Ninety with Zapier to send financial totals to your Scorecard (the set of weekly numbers your team reviews), raise Issues when something in your books needs attention, and create To-Dos from QuickBooks activity.
This guide is for finance leads, operations leaders, and anyone who types numbers from QuickBooks into the Scorecard before the Weekly Team Meeting (WTM). The Zapier integration is included on all paid Ninety plans: Essentials, Accelerate, Thrive, and Legacy.
What you need to connect QuickBooks and Ninety
Connecting QuickBooks and Ninety through Zapier takes an account in each of the three tools:
Ninety: A paid Ninety plan: Essentials, Accelerate, Thrive, or Legacy. The Zapier integration isn't available on the Free plan.
Zapier: A paid Zapier plan (Professional or higher), or Zapier's free trial. QuickBooks Online is a Premium app in Zapier, and Premium apps don't run on Zapier's Free plan. Ninety's own Zapier app works on any Zapier plan. See Zapier's pricing page for current plans.
QuickBooks: A QuickBooks Online subscription and a login with the Primary admin or Company admin role. Zapier connects to QuickBooks Online only. It doesn't support QuickBooks Desktop.
Your Zaps run as you in Ninety, so they can only update the teams and KPIs (the numbers tracked on your Scorecard) you can already edit. Owners, Admins, Managers, and Team Members can build Zaps for the teams they have access to. Observers can't add or change data through Zapier.
Note: Looking for a direct QuickBooks integration? Ninety's development team is exploring direct integrations. Today, you can connect QuickBooks and other tools through Zapier on any paid plan or through the Public API and the MCP connector on the Thrive and Legacy plans. If you have a use case these don't cover, contact support or click Provide Feedback in Ninety to share it with our team.
Who should set up the QuickBooks Zaps
One person in your company should own the QuickBooks Zaps. A QuickBooks company typically allows only one Zapier connection at a time, so a second person who tries to connect to the same company will see an error. Choose someone who is a Primary admin or Company admin in QuickBooks, usually your finance lead or bookkeeper.
That person also needs access to Ninety to every team whose Scorecard or Issues List the Zaps update. Issues and To-Dos created by these Zaps are created as that person.
How QuickBooks and Ninety work together in Zapier
Zapier connects apps with automated workflows called Zaps. Each Zap starts with a trigger (when this happens in QuickBooks) and runs one or more actions (do this in Ninety).
Useful QuickBooks triggers:
Sales: New Invoice, New Paid Invoice, New Payment, New Sales Receipt, and New Estimate.
Spending: New Bill, New Bill Payment, New Expense, and New Purchase Order.
Customers and vendors: New Customer and New Vendor.
Due dates: New Invoice Due, which triggers when an invoice becomes due within a number of days you choose.
Most QuickBooks triggers are instant: they fire once for each transaction as it happens. New Invoice Due checks on a schedule.
Ninety actions (Zapier refers to KPIs as Measurables):
Create Issue and Create To-Do: Add a new Issue or To-Do to a team.
Update Measurable Score and Update Measurable Note: Set the score or note on a KPI for one period.
Update Issue and Update To-Do: Change an existing Issue or To-Do.
Find Measurable, Find Issue, Find To-Do, and Find Team: Look up an item to use in a later step.
Important: Each score update replaces the last one. Update Measurable Score sets the score for one KPI and one period, replacing whatever is already there. QuickBooks triggers fire once per transaction, so a Zap that sends each new invoice straight to a weekly Revenue KPI leaves the Scorecard showing only the most recent invoice. To track a total, add up the transactions first, then send the total to Ninety.
How to connect QuickBooks Online to Zapier
To connect QuickBooks Online to Zapier, sign in with a QuickBooks login that has the Primary admin or Company admin role, and make sure your Zapier account is on a paid plan or free trial.
Log in to your Zapier account.
Click App Connections in Zapier's left navigation menu.
Click the + Add Connection button toward the top right of the page.
Search for and click QuickBooks Online. Then, click the Add Connection button.
Sign in with your Intuit account in the window that opens.
If you have more than one QuickBooks company, choose the company to connect.
Review the permissions, then grant Zapier access.
Zapier labels the new connection with your QuickBooks company's business email, which may differ from your login email. Rename the connection if you need to distinguish between connections.
If you haven't connected Ninety to Zapier yet, follow the steps in Connecting Ninety to Zapier.
How to send QuickBooks totals to your Scorecard
To send QuickBooks totals to your Scorecard, collect each transaction in a spreadsheet, total it by period, and send the total to a KPI. Each score update replaces the previous score for that period, so sending the running total keeps the Scorecard correct as new transactions come in.
This example tracks weekly invoiced revenue with two Zaps and a Google Sheet.
Zap 1: Log each invoice in a spreadsheet
Create a Zap with QuickBooks Online as the trigger app and New Invoice as the trigger event.
Add a Google Sheets action with the Create Spreadsheet Row event.
Map the invoice date, customer name, and invoice total to columns in your sheet.
Test the Zap, then publish it.
Add a weekly total to the sheet
In a second tab, add one row per week. Use a SUMIFS formula to sum the invoice amounts for dates within that week.
Zap 2: Send the weekly total to Ninety
Create a Zap with Google Sheets as the trigger app and New or Updated Spreadsheet Row as the trigger event. Choose the tab with your weekly totals.
Add a Ninety action with the Update Measurable Score event.
Choose your team and the Revenue KPI. Map the week's date and the weekly total.
Test the Zap, then publish it.
For the date, use a day in the middle of the week. Your company's week start setting determines when each week begins, and a date on the first or last day of a week can fall in the neighboring week. Zapier Tables can serve as a replacement for Google Sheets if you prefer to keep everything in Zapier.
The same pattern works for other financial KPIs:
Cash collected: Trigger on New Payment and total the payment amounts.
New customers: Trigger on New Customer and count the rows for each week.
Spending: Trigger on New Bill or New Expense and total the amounts.
Sales receipts: Trigger on New Sales Receipt and total the amounts.
How to create Issues and To-Dos from QuickBooks events
Creating Issues and To-Dos from QuickBooks events works on a per-transaction basis, so each QuickBooks event can go straight to Ninety without a spreadsheet in between. Some ideas:
Follow up on invoices coming due: Trigger on New Invoice Due and use Create To-Do to assign a follow-up to the person who manages receivables, such as "Follow up on invoice 1042, due in 3 days."
Flag large bills or expenses: Trigger on New Bill or New Expense, add a Filter by Zapier step that continues only above an amount you choose, then use Create Issue to add it to your Leadership Team's Issues List for Raise, Discuss, Resolve (RDR).
Spot refunds and credits: Trigger on New Refund Receipt or New Credit Memo and use Create Issue so your team can look into what went wrong for the customer.
Kick off onboarding: Trigger on New Customer and use Create To-Do to start your onboarding process.
For more Issues and To-Dos ideas, see Using Zapier to Maintain Your Issues List in Ninety and Using Zapier to Connect To-Dos in Ninety to Other Platforms.
How to use an AI assistant for report-level QuickBooks numbers
Report-level QuickBooks numbers, such as net income from your Profit & Loss report, aren't available through Zapier. An AI assistant connected to both QuickBooks and Ninety can look up a report number and enter it on a KPI when you ask.
Intuit offers a QuickBooks connector for Claude and a QuickBooks app in ChatGPT, and both can read reports like Profit & Loss and cash flow. Ninety's MCP connector lets the same assistant enter Scorecard scores. With both connected, you can ask something like: "Get last month's net income from QuickBooks and record it on our Leadership Team's Net Income KPI."
To use an AI assistant with QuickBooks and Ninety, you need:
A Ninety Thrive or Legacy plan, which includes the MCP connector.
A QuickBooks Online subscription. Intuit's QuickBooks connector for Claude is currently available to US customers only.
Claude or ChatGPT, with both QuickBooks and Ninety connected.
To connect Ninety, follow the Claude connector or ChatGPT connector guide. To connect QuickBooks, add it from your assistant's connector or app directory.
An AI assistant updates your Scorecard only when someone asks it to. Check the number it finds before it records the score, because the new score replaces any score already entered for that period.
What QuickBooks and Ninety can't do through Zapier
The Zapier connection between QuickBooks and Ninety has a few limits:
Scheduled report numbers: QuickBooks' Zapier triggers fire on individual transactions, so Zapier can't pull report totals such as net income, gross margin, or cash balance on a schedule.
Ninety data into QuickBooks: Ninety's Zapier app sends Scorecard data into Ninety. It can't send KPI scores out to QuickBooks.
QuickBooks Desktop: Zapier supports QuickBooks Online only. Desktop users can export reports to Excel or Google Sheets and use a spreadsheet Zap to update the Scorecard.
A connection for every team member: A QuickBooks company typically supports one Zapier connection, so one person owns the QuickBooks Zaps.
For a custom connection, the Public API is available on the Thrive and Legacy plans. For hands-on help building your Zaps, hire Ninety's Professional Services team.
Frequently asked questions
Does Ninety integrate with QuickBooks?
Yes, through Zapier. You can connect QuickBooks Online to Ninety with Zapier to update your Scorecard and create Issues and To-Dos from QuickBooks activity. Ninety's development team is exploring direct integrations.
Which Ninety plans can connect QuickBooks through Zapier?
All paid Ninety plans: Essentials, Accelerate, Thrive, and Legacy.
Do I need a paid Zapier plan to connect QuickBooks?
Yes. QuickBooks Online is a Premium app in Zapier, so it requires a paid Zapier plan (Professional or higher) or Zapier's free trial. Ninety's own Zapier app works on any Zapier plan.
Who in my company should set up the QuickBooks Zaps?
One person who is a Primary admin or Company admin in QuickBooks and has access to the right teams in Ninety, usually your finance lead or bookkeeper. A QuickBooks company typically allows only one Zapier connection.
Can I connect QuickBooks Desktop to Ninety?
Not directly. Zapier supports QuickBooks Online only. Export your QuickBooks Desktop reports to Excel or Google Sheets, then use a spreadsheet Zap to update your Scorecard.
Can Ninety's support team build the Zap for me?
Ninety's support team can't build Zaps for you, because a Zap needs your QuickBooks, Zapier, and Ninety logins. Ninety's Professional Services team can help you set them up, and Zapier's help center can help with Zapier errors.
Can I pull my Profit & Loss numbers into the Scorecard automatically?
Not on a schedule. Zapier works with individual QuickBooks transactions, which you can total in a spreadsheet. For report-level numbers, a Thrive or Legacy customer can use an AI assistant like Claude or ChatGPT with both QuickBooks and Ninety connected to record the number when asked.
Troubleshooting
My Scorecard shows only the most recent invoice amount.
Each score update replaces the previous score for that period. Log each transaction in a spreadsheet or Zapier Table, total it by period, and send the total to Ninety.
Zapier says "App not available in your plan."
QuickBooks Online is a Premium app in Zapier. Upgrade to a paid Zapier plan or start Zapier's free trial.
Zapier says "The application has already been subscribed to by another user for this company."
Someone else in your company has already connected this QuickBooks company to Zapier. Coordinate with that person so one of you owns the QuickBooks Zaps. If no one is using the other connection, disconnect Zapier from QuickBooks and reconnect it.
QuickBooks won't let me connect to Zapier.
Only a Primary admin or Company admin can connect apps to QuickBooks Online. Ask your QuickBooks Primary admin to change your role, or have an admin connect QuickBooks instead.
My KPI doesn't appear in the Zap.
Make sure the person who owns the Zap has access to that team in Ninety. If you're using Find Measurable, check that the title in your Zap matches the KPI's title exactly.
My QuickBooks Zaps stopped running.
Your QuickBooks connection may have expired, which can happen when the QuickBooks password changes or Zapier's access is removed in QuickBooks. Reconnect QuickBooks Online under App Connections in Zapier. If new transactions are slow to arrive, check Zapier's status page for QuickBooks delays.
If the issue persists, contact support.