Can monday.com sync with QuickBooks?
Yes. monday.com can create and update QuickBooks Online invoices and payments automatically when an order or job reaches a set status, usually through an automation platform such as Make.com working with the QuickBooks Online API. Simple one-way syncs can be done with marketplace apps, but a full order-to-cash flow with deposits, staged payments and write-back to monday.com needs a custom automation layer.
In detail
The goal is that order and job figures are entered once, in monday.com, and the financial records follow automatically. QuickBooks stays the system of record for invoices, payments and receivables. monday.com stays the system of record for the work.
What can be automated
- Creating a complete invoice when an order or job reaches a confirmed or billable status
- Matching the right QuickBooks customer, and using QuickBooks to calculate sales tax
- Applying deposits and final payments against the open invoice
- Writing the invoice number, status and PDF back to the monday.com item
- Preventing duplicate invoices if a status is changed twice
How it worked for Meljac North America
- Invoice creation
- When an order is confirmed, the automation builds a full QuickBooks invoice from the order covering product subtotal, shipping, surcharges, discount and processing fee, with QuickBooks calculating sales tax. It sets Net 30 terms, uses the monday.com order number as the invoice number and attaches the PDF back to the order.
- Deposit payment
- Entering a deposit on the order applies it to the open invoice as a part payment and marks the order Deposit Applied.
- Final payment
- Entering the final payment closes the invoice, clears the receivable and marks the order Paid in Full.
The same architecture works with Xero and Sage. For PCMGKC, a construction and maintenance contractor, invoices now generate from structured project data in one click, with a 70 to 85% reduction in manual invoice processing time.
Related case study
Built a custom order-to-cash automation layer connecting Monday.com directly to QuickBooks Online via Make.com, replacing manual invoice creation, double entry, and payment reconciliation with automated invoicing, staged payment application, and real-time accounts receivable.