QuickBooks Sandbox Testing & Configuration Guide

QuickBooks is a comprehensive cloud-based accounting platform designed to centralize and automate financial management for small to medium-sized businesses.

When connected in G2Mint, this plugin will allow:

• Transmitting G2Mint Approved Payables to QuickBooks as "Bills"

• Transmitting G2Mint Approved Invoices to QuickBooks as "Invoices"

• Updating G2Mint Bills and Invoices to Paid when QuickBooks Payment or Bill Payment events arrive

To connect your QuickBooks account in G2Mint, first complete the setup steps below in QuickBooks. After completing them, click Authorize with QuickBooks, then return here and click Test Connection, ensure the toggle is slid to Active, and Save.

• Go to My Account in the upper right corner. 

• Select Plugins 
• Find Quickbooks, and select Connect.

Create the FREIGHT COS Account

• Click the Gear icon in the top right corner
• Select Chart of Accounts
• Click the New button (top right)
• Set the Account Type to Cost of Goods Sold
• Set the Name to FREIGHT COS

⚠ Note: The spelling and casing for FREIGHT COS must match exactly.

Create the TRANS Service Item

• Click the Gear icon in the top right corner
• Select Products and Services
• Click the New button (top right)
• Select Service as the item type
• Set the Name to TRANS
• Set the Income Account to Sales

⚠ Note: The item name must be exactly TRANS. Test Connection requires this item, including payables-only setups.

Paid status syncs from QuickBooks payments

• Payment and BillPayment CREATE, UPDATE, DELETE, and VOID must be subscribed on the G2Mint Intuit app (not something tenant admins enable in the Developer Portal).
• Paste the Verifier Token below so webhook notifications for this company are accepted. Existing connections are not backfilled — save the token here before paid-status sync will accept webhooks.

⚠ Note: G2Mint does not subscribe those entities per company. Tenant admins only paste the company Verifier Token after the Intuit app subscription is in place.

Additional Notes:

G2Mint connects directly to QuickBooks Online through an "Authorize with QuickBooks" flow. Once a small set of required GL accounts exist in QuickBooks, G2Mint can write bills and invoices back automatically. Customers who use custom fields in QuickBooks can optionally map those fields to G2Mint data so they get populated automatically on every bill or invoice.

How it works?

Before authorizing, QuickBooks needs certain GL accounts to exist so G2Mint has somewhere to write to — specifically a Freight COS (Cost of Sales) account and a Freight/Transportation account. This is the minimum setup required. Once those accounts exist, the "Authorize with QuickBooks" button handles the rest of the connection after you log in.

The "verifier token" field on the setup screen is not something you look up or generate yourself — it's provided by G2Mint. It exists because there are separate tokens for the staging environment versus the production environment, used to test webhooks. This is mainly useful if you want to test webhooks in a staging environment without running real bills and invoices through production. For most customers, this just means entering the token your G2Mint contact provides. Note: this field is being phased out in an upcoming release since most customers don't need to touch it.

Custom field mapping works through a "Refresh Custom Fields" action: after the integration is connected, saved, and reopened for editing, a button appears that calls an endpoint (using your QuickBooks API key) to pull in whatever custom fields exist on your QuickBooks bills/invoices. You then map each one to a field from G2Mint's list. Custom fields can be named anything in QuickBooks — there's no required naming convention, since the mapping is done manually after the refresh.