Connect SchedulingKit to QuickBooks Online via Zapier
There's no native QuickBooks connector. With Zapier, a booking (or a completed appointment, via webhook) can find or create the customer in QuickBooks Online and create an invoice with the service item you choose. Payment reconciliation, tax and expenses aren't handled automatically.
Connects through Zapier
There's no native QuickBooks connector. You build a Zap: a SchedulingKit trigger or webhook, a QuickBooks Online customer lookup, then Create Invoice with your service items. Zapier connections use SchedulingKit's API and webhooks, which are included on the Pro plan and above. You also need a Zapier account, and each Zap runs on your Zapier plan.
Known issue: signing in to the SchedulingKit app inside Zapier with an API token currently fails. Until that’s fixed, add a webhook in SchedulingKit (Settings → Webhooks, Pro plan and above) that points to a Webhooks by Zapier “Catch Hook” trigger. See API & webhooks
Features
Why Connect QuickBooks?
Stop re-typing appointments into QuickBooks
Invoices use the items and prices you define in QuickBooks
Bill after the appointment instead of at booking, if you prefer
How It Works
Trigger
Use SchedulingKit → New Booking, or a Catch Hook receiving the event.updated webhook filtered for completed appointments.
Customer
Add QuickBooks Online → Find Customer by email, creating one if it doesn't exist.
Invoice
Add Create Invoice and map the service to a QuickBooks product/service item, with price and tax set explicitly.
Guard against double-billing
Filter out bookings already paid online through SchedulingKit.
QuickBooks workflows
Invoicing appointments
For invoices at booking, use New Booking. For invoices after the appointment, send SchedulingKit's event.updated webhook to a Catch Hook and filter for status = completed. Either way, look up or create the customer first and map each service to a QuickBooks item. Add a check so a booking already paid online isn't invoiced again.
Payment reconciliation
SchedulingKit doesn't reconcile payments in QuickBooks. A payment.completed webhook exists, but recording it against the right QuickBooks invoice needs matching IDs that you set up and test yourself; otherwise you risk duplicate payment records.
Client billing
Customer lookup, customer creation and invoice creation are steps you configure in your Zap. SchedulingKit doesn't keep QuickBooks customers or invoices in sync on its own.
What the QuickBooks integration doesn't do
- No native QuickBooks app; the connection runs through Zapier.
- No automatic payment reconciliation, tax handling or expense tracking.
- You must map prices, tax and customer IDs explicitly and prevent double-billing of prepaid bookings.
- Zapier connections use SchedulingKit's API and webhooks, which are included on the Pro plan and above. You also need a Zapier account, and each Zap runs on your Zapier plan.
Frequently Asked Questions
Technical Details
Connection
Zapier: SchedulingKit trigger or webhook → QuickBooks Online actions.
Direction
One way, SchedulingKit to QuickBooks.
Plan
SchedulingKit Pro and above, plus Zapier.
Further Reading
- G2: Appointment Scheduling Reviews — Independent reviews and comparisons.
- Zapier: Best Scheduling Apps — Independent reviews and comparisons.
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