Question from Reddit user:
Hi- I am considering using GHL for my business.
One thing I need is an integration with QBO.
I know that exists, but I haven’t been able to figure out if the Product on each invoice syncs to QBO or if everything just defaults to one product.
I would like to be able to differentiate products in QBO if possible.
PS: I will be hiring someone to help me set up GHL.
I don’t want to use a subaccount and would prefer to be the full account owner.
If you’re interested, send me your portfolio and I’ll take a look.
Answer from Nabil:
The short answer is:
No, the native GoHighLevel (GHL) to QuickBooks Online (QBO) integration does not reliably sync individual invoice line items to their corresponding products in QBO for accurate revenue categorization, which means you are likely to have all invoice amounts default to a single income account or generic service item in QBO.
The integration primarily focuses on syncing the invoice total, contact data, and payment status, but lacks the necessary field mapping and product-level control you need to run detailed profitability reports by product in QBO.
The solution to differentiate products is to bypass the native integration and use the HighLevel API and the QuickBooks API to build a custom, controlled data bridge.
The long answer is:
Your concern about product differentiation is a significant and common roadblock for GHL users who need detailed financial reporting.
The native GHL-QBO sync is designed for simplicity and focuses on high-level synchronization: an invoice created and marked as sent in GHL creates an invoice in QBO, and the invoice total, including taxes and discounts, is reflected.
While GHL does include the line item name in the sync, multiple community reports and feature requests suggest that the underlying product mapping required to correctly assign that line item to a specific Service or Inventory product in QBO is either non-existent or inconsistent.
Essentially, GHL sends the invoice data, but QBO often defaults the entire amount to a catch-all account or product, rendering your QBO product-based reports useless.
Since you require the ability to differentiate products, the only scalable, dependable solution is to build a custom integration using both the HighLevel API and the QuickBooks API.
This setup allows you to create a secure, server-side data workflow, potentially hosted on a service like Google Cloud Platform or utilizing a service like Stape for event handling, that is triggered whenever an invoice is created or paid in GHL.
The script would use the HighLevel API to pull the detailed invoice data, including the name and ID of each specific product line item.
It would then use programmed logic to look up the corresponding product ID in QBO (via the QuickBooks API) and then precisely construct a new invoice in QBO using the QuickBooks API with each line item correctly mapped to its respective QBO product.
This level of granular control over the data payload ensures that your revenue is posted to the correct accounts for each product, giving you the accurate QBO reports you need without manual intervention.
This custom API bridge is exactly the kind of expert work you’ll want to hire for to ensure your business operations and accounting are perfectly aligned from day one.
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