QuickBooks Integration Overview & FAQs

Randall Berg -

QuickBooks Desktop + BrightGauge Integration!


This document will serve as an overview of the BrightGauge integration with QuickBooks Desktop and be your reference guide as we get QuickBooks fully integrated.  If at any time you want to speak with our team please email our Data Team and we’ll set up a time to connect.

This integration requires a more hands on setup than our other data sources due to the nature of the QuickBooks.  In order to integrate we leverage a 3rd party tool that pulls the QuickBooks flat file and drops it into a SQL database which we query.

Ready to get started?  Then the 1st step is to visit our Setting Up QuickBooks help doc and follow the steps required for your team to complete before we can schedule the implementation call.  Once you complete the steps there is a link at the bottom to trigger the scheduling of the implementation.

Interested in what data is available?  Then please visit our Sample QuickBooks Data help doc that shows samples of all the data we have to offer for each of our plans (Standard vs Advanced).

Want to learn more about our integration?  Please visit QuickBooks + BrightGauge to learn more details about the integration and all the benefits it has to offer or drop us a line here   


Frequently Asked Questions

What versions of QuickBooks do you support?

  • Currently we only support QuickBooks on premise versions (Pro, Premier, and Enterprise) version 2015+.  

How do you connect to QuickBooks?

  • Version 1 (non-techie) - In order to integrate with QuickBooks Desktop version we have a tool which syncs QB with a mySQL database once a night. This tool will require a setup call to configure the integration and syncs on your network.  
  • Version 2 (techie) - Quickbooks has been an elusive integration for us because Quickbooks uses a proprietary database (a flat file actually) to power their on premise application.  This is different than using a SQL database which was developed to be easier to use (open standards) and query (using the SQL query language).   QuickBooks API is not meant to be written in non-web programming languages.  
How do I protect others from seeing my financial data?
  • We have built in the user roles to allow for this type of security which comes with our Advanced Plan.  You can assign team members to be Analysts instead of Admins and then restrict their rights from being able to see QuickBooks data.  To learn about the user roles more visit: Analyst & Admin User Overview  and to add more user licenses visit: Adding Admin/Analyst Users

Where can I add analysts so I can restrict access to my financial data?

What if I cancel my QuickBooks integration?  What happens to my data?

  • We do not store any of your financial data and when you delete the datasource we will stop billing and also remove any data from our systems.

How secure is my financial data?

  • BrightGauge follows the same security policies and procedures for all of our data management.  To learn more please visit our security policies here: Security & Privacy and also visit our blog about our approach to security: Security is a State of Mind and its latest update from December 2015: Update on Security

What training is available?

  • We are committed to training and as part of the implementation call will include time for training.

Do you work with QuickBooks classes?

  • Yes and no.  Our Profit & Loss dataset can pull in QuickBooks classes, but if a line item has more than one associated class, it replaces the classes with a value of -MULTIPLE-.  What this means is that if you're looking to pull a report of income by class, the numbers can show off if you're in the habit of attaching multiple classes to a single item.


Datasets available in our initial default integration:

  • GL Accounts
  • Bills
  • Invoices
  • Profit and Loss Detail
  • Company Data

Gauges available in our initial default integration: 

Bills & Vendors Data
    • Balance of Outstanding Bills
    • Outstanding Bills Details - Total
    • Outstanding Bills Details - Past Due
    • Accounts Payable Aging Summary
    • Top 25 Balances Due by Vendor
    • Outstanding Bills Due Next 60 Days By Week

Invoices & Customer Data
      • Balance of Outstanding Invoices 
      • Outstanding Bills Details - Total
      • Outstanding Bills Details - Past Due
      • Accounts Receivable Aging Summary
      • Top 25 Balances Due by Customer
      • Outstanding Invoices Due Next 60 Days By Week

Profit & Loss Data
      • Profit & Loss Performance By Month
      • Revenue by Category - Last 6 Months
      • Expenses by Category - Last 6 Months
      • COGS by Category - Last 6 Months
      • Revenue by Category - Last Month
      • Expenses by Category - Last Month
      • COGS by Category - Last Month
      • Product Revenue
      • Product Gross Margin
      • Services Revenue
      • Services Gross Margin
      • Sales Expense Details
      • Sales Expense % of Revenue
      • Admin Expense Details
      • Admin Expense % of Revenue
      • Net Operating Margin

Sample data can be found here.  When you're ready, please proceed to this document and follow the steps outlined there.

If you have any additional questions please contact our Data Team.

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