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Set up your first integration
Quickly connect PayPal to QuickBooks Online with a Zapier template.
Our most popular template
How Zapier works
Zapier makes it easy to integrate PayPal with QuickBooks Online - no code necessary. See how you can get setup in minutes.
Choose a trigger
A trigger is the event that starts your Zap—like a "Billing Plan Webhooks" from PayPal.
Add your action
An action happens after the trigger—such as "Attach File(s) or Note" in QuickBooks Online.
You’re connected!
Zapier seamlessly connects PayPal and QuickBooks Online, automating your workflow.
Supported triggers and actions
Zapier helps you create workflows that connect your apps to automate repetitive tasks. A trigger is an event that starts a workflow, and an action is an event a Zap performs.
- Docs Link
- Events
Try ItTriggerInstant- Docs Link
- Events
Try ItTriggerInstant- Docs Link
- Events
Try ItTriggerInstant- Invoice Number
- Reference
- Currency Code
- Invoice Date
- Due Date
- Payment Terms
- Note
- Terms and Conditions
- Memo
- Your Business Name
- Your First Name
- Your Last Name
- Your Email
- Your Phone Country Code
- Your Phone Number
- Your Phone Type
- Your Website
- Your Tax ID
- Your Logo URL
- Your Additional Notes
- Your Address Line 1
- Your Address Line 2
- Your Address Line 3
- Your City
- Your State/Province
- Your Postal Code
- Your Country Code
- Recipient Business Name
- Recipient First Name
- Recipient Last Name
- Recipient Email
- Recipient Phone Country Code
- Recipient Phone Number
- Recipient Phone Type
- Recipient Additional Info
- Recipient Language
- Recipient Address Line 1
- Recipient Address Line 2
- Recipient Address Line 3
- Recipient City
- Recipient State/Province
- Recipient Postal Code
- Recipient Country Code
- Shipping Business Name
- Shipping First Name
- Shipping Last Name
- Shipping Address Line 1
- Shipping Address Line 2
- Shipping Address Line 3
- Shipping City
- Shipping State/Province
- Shipping Postal Code
- Shipping Country Code
- Item NameRequired
- Item Description
- Item QuantityRequired
- Item Unit AmountRequired
- Unit of Measure
- Item Date
- Item Tax Name
- Item Tax Percentage
- Item Tax Note
- Item Discount Type
- Item Discount Value
- Invoice Discount Type
- Invoice Discount Value
- Shipping Amount
- Shipping Tax Name
- Shipping Tax Percentage
- Custom Charge Label
- Custom Charge Amount
- Allow Partial Payment
- Minimum Amount Due
- Allow Tip
- Tax Calculated After Discount
- Tax Inclusive Pricing
- Template ID
- Additional Recipients (CC)
ActionWrite
- Docs Link
- Events
Try ItTriggerInstant- Docs Link
- Events
Try ItTriggerInstant- Docs Link
- Events
Try ItTriggerInstant- AmountRequired
- Currency Code
- Payment Intent
- Description
- Reference ID
- Custom ID
- Invoice ID
- Payer Email
- Payer First Name
- Payer Last Name
- Item NameRequired
- Item QuantityRequired
- Item SKU
- Item Category
- Shipping Type
- Shipping Full Name
- Shipping Email
- Shipping Address Line 1
- Shipping Address Line 2
- Shipping State/Province
- Shipping City
- Shipping Postal Code
- Shipping Country Code
- Return URL
- Cancel URL
- Brand Name
- Shipping Preference
- User Action
- Soft Descriptor
ActionWrite
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Practical ways you can use PayPal and QuickBooks Online
Sync PayPal sales to QuickBooks invoices
When a new sale occurs in PayPal, Zapier can automatically create a corresponding invoice within QuickBooks Online. This ensures smooth, accurate accounting without the need for manual data entry, saving time and reducing errors.
Business Owner
Log financial transactions for IT system analytics
Zapier can track when a new transaction occurs in QuickBooks Online and automatically log it into PayPal for record-keeping or integration into IT financial analysis systems. This improves transparency and aids in system audits.
ITTrack refunds in a project tracking spreadsheet
Whenever a payment refund occurs in PayPal, Zapier can log the refund details to a project tracking spreadsheet in QuickBooks Online. This helps keep everyone on the team informed about refund activities, ensuring accurate project budgets.
Project ManagementLearn how to automate QuickBooks Online on the Zapier blog
Frequently Asked Questions about PayPal + QuickBooks Online integrations
New to automation with Zapier? You're not alone. Here are some answers to common questions about how Zapier works with PayPal and QuickBooks Online
How do I connect PayPal with QuickBooks Online using Zapier?
To connect PayPal with QuickBooks Online, you need to create a Zap using our platform. Start by selecting PayPal as your trigger app and authenticate your account. Choose the trigger event such as 'New Sale' or 'Sale Completed'. Next, select QuickBooks Online as your action app and choose an action like 'Create Sales Receipt' or 'Create Expense'. Authenticate your QuickBooks account, map the necessary fields between PayPal and QuickBooks Online, and turn on your Zap.
What triggers are available for integrating PayPal with QuickBooks Online?
We offer several triggers when integrating PayPal with QuickBooks Online. Some of these include: 'New Sale', which triggers every time a new sale occurs in PayPal, and 'Refunded Sale', whenever a refund is processed in PayPal. Once these triggers are fired, relevant actions can be performed in QuickBooks.
Can I automate expense creation from PayPal transactions in QuickBooks Online?
Yes, you can automate expense creation from PayPal transactions in QuickBooks Online by setting up a Zap where the trigger is a new transaction in PayPal, and the action is creating an expense in QuickBooks. This way, each time a payment is made or received through PayPal, an expense record can be created automatically in your books.
How can we map custom fields between PayPal and QuickBooks Online?
When setting up an integration between PayPal and QuickBooks Online on our platform, you can map custom fields during the 'Action' step of creating your Zap. Select the data from the trigger app (PayPal) that corresponds to each field in the action app (QuickBooks), ensuring all necessary information transfers correctly according to your business needs.
Are there any limitations when using Zapier to integrate PayPal with QuickBooks Online?
While our platform offers extensive functionalities for integrating PayPal with QuickBooks, some limitations include handling mass transaction updates or batch processing beyond standard API capabilities. Additionally, certain detailed customizations may require direct API use or customization through developers.
How frequently does data sync occur between PayPal and QuickBooks Online using your integration?
The data sync frequency depends on how you configure the trigger settings within our platform. Generally, Zaps operate in near real-time or at regular intervals you define during setup. This flexibility allows you to choose a sync frequency that aligns with how often you need updates between your systems.
What actions can I perform in QuickBooks after receiving data from a Paypal trigger?
After receiving data from a Paypal trigger such as 'New Sale', our platform allows you to perform various actions within QuickBooks like creating invoices, expenses, sales receipts, or journal entries. These automated actions streamline accounting workflows and ensure data consistency.
