For decades, accountants have relied on various software tools, with classics like Excel playing a role in accounting operations. However, in today's competitive business environment, simplistic solutions fall short of scalability and efficiency.  The imperative solution is the automation of the entire accounting workflow. 

As part of the broader area of process automation, accounting workflow automation tools like QuickBooks are gaining traction among companies and business owners.  The use of such accounts payable automation software has proven to yield substantial cost savings—upwards of $16 per invoice. 

With over 4.5 million subscribers worldwide, QuickBooks is being increasingly used by organizations of all sizes for managing both accounts payables and receivables. When integrated with Nanonets, QuickBooks API becomes an even more potent tool, capable of efficiently handling the accounts payable processes of any organization.

What is QuickBooks API?

QuickBooks API (Application Programming Interface) is a set of tools and protocols that allows developers to integrate their applications with QuickBooks, a popular cloud-based accounting software developed by Intuit. The API enables third-party applications to interact with QuickBooks, facilitating the exchange of data and automating various accounting processes.

Using the QuickBooks API, developers can create custom solutions, build integrations, and synchronize data between QuickBooks and various other tools.  These tools include software such as Nanonets that can automatically retrieve financial data, create and update records like invoices and expenses, and perform other accounting-related operations. 

With the API, businesses can streamline their workflows, reduce manual data entry, and integrate QuickBooks with other tools and services they use. This enhances efficiency and accuracy in managing financial information.

Why QuickBooks API for Accounts Payable Automation? 

QuickBooks API streamlines financial processes for businesses of all sizes. QuickBooks API integrates seamlessly with a variety of third-party applications (notably Nanonets), expanding its functionality. Integrations with Nanonets enhance the platform's capabilities, introducing advanced automation functionalities such as natural language-driven workflows. Here's an exploration of how QuickBooks API APU is used in accounting workflow automation:

  1. Efficient Task Automation: QuickBooks API allows businesses to automate routine and time-consuming tasks, such as accounting data entry, bookkeeping, and invoice generation, by working with other advanced tools like Nanonets. The platform's intuitive automation features enable users to create workflows that execute predefined steps, saving considerable time and effort.
  2. Seamless Integration: QuickBooks API seamlessly integrates with various financial institutions, enabling automatic bank feeds and real-time transaction updates. This integration eliminates manual data entry for transactions, ensuring accuracy and efficiency in the reconciliation process.
  3. Expense Management: QuickBooks automates expense tracking by capturing and categorizing expenses in real-time. When combined with intelligent OCR tools like Nanonets, relevant information can be intelligently extracted from scanned or photographed images of receipts and bills, minimizing the need for manual input and associated errors.
  4. Invoicing and Payment Automation: The API helps integrating QuickBooks with other tools that can simplify the invoicing process by automating the creation and delivery of invoices to clients. Payment reminders and follow-ups can be automated, ensuring timely payments and improving cash flow management.
  5. Financial Reporting and Analysis: The QuickBooks platform offers automated financial reporting, generating accurate and up-to-date financial statements. Users can use the API to integrate with third party applications to customize reports based on specific criteria, allowing for in-depth analysis of key financial metrics.
  6. User-Friendly Interface: QuickBooks provides an intuitive and user-friendly interface, making it accessible to users with varying levels of accounting expertise. The platform's user-centric design ensures that even complex automation processes are easy to set up and manage.  This, combined with API-driven integration with third party apps can help in comprehensive Accounts operations.  

Enhancing Accounting Workflows with QuickBooks API 

Automating workflows within QuickBooks can be achieved through two primary avenues: utilizing built-in features within the platform and integrating third-party tools such as Nanonets designed for automation. While built-in features offer straightforward automation, API-driven third-party integrations unlock additional functionalities not native to the QuickBooks platform.

QuickBooks offers the following features for AP automation 

  • Invoice Approval Process (e.g., automating necessary checks)
  • Payment Release Process (bulk release from a single interface)
  • Gathering Invoices (auto-labeling, grouping, and scheduling payments)
  • Automatic Extraction of Information from Invoices 

API-driven external integrations, such as with Nanonets, enhance the payment approval process, automate data extraction, and streamline the entire accounts payable workflow. 

The following inherent features of QuickBooks help with automating the Accounts receivable process:

·      Automated Invoice Reminders (personalized emails, follow-ups at appropriate intervals)

·      Simplifying Payments (sharing links for quick payments, accepting various payment methods)

·      Automated Invoice Generation and Delivery 

When automating QuickBooks for accounts receivables, API-driven integrations with applications like Nanonets can help with tracking unpaid invoices, and facilitate efficient invoicing processes.

QuickBooks can also be used to automate the payroll process. Establishing an automated pay schedule within QuickBooks is a straightforward procedure. Once the payroll automation is configured in QuickBooks, employees receive their well-deserved wages without necessitating manual involvement in the laborious biweekly (or any preferred frequency) payroll processing. This automation ensures a timely and hassle-free disbursement of salaries, freeing up your time for more strategic and value-driven endeavors within your business.

QuickBooks also offers a dedicated reporting section, but manual work is often required for each activity. API-driven integration with popular tools like Nanonets can automate the reporting process.  Using the synergy, users choose data to fetch (raw data or ready reports). Export options include QuickBooks to Excel or integration with Google spreadsheets or data warehouses. Scheduling options ensure data refreshes precisely when needed. 

How to integrate QuickBooks with Nanonets for AP Automation 

Here's how the integration of QuickBooks with Nanonets addresses this challenge through a seamless process: 

1. Setting up Your Nanonets Account:

  • Begin by accessing the Nanonets signup page, where a straightforward login process awaits. Users can either log in with their Google ID in one click or sign up using their work email.
  • Once logged in, users gain instant access to the Nanonets platform. Here, invoices can be uploaded manually or connected through email/Google Drive. Nanonets boasts the capability to process over 20 unique pieces of information from invoices, including table-based data.

2. Connecting to QuickBooks API:

  • Navigate to the dashboard and head to Integrations -> QuickBooks, where the connection to QuickBooks can be setup in one click.
  • Upon connection, Nanonets automatically imports your Chart of Accounts and GL Codes from QuickBooks. If your QuickBooks API account utilizes Classes and Projects, Nanonets seamlessly incorporates these fields, making them accessible for invoices within the Nanonets platform.

3. Automatically Extract Data and Approve Invoices:

  • With the integration in place, uploading an invoice triggers automatic extraction of all necessary data.
  • The Nanonets platform presents a detailed view of the extracted information, ready for review. Users have the flexibility to download the data in various formats such as CSV, XLSX, etc.
  • Moreover, Nanonets facilitates seamless export of approved invoices to QuickBooks Accounts Payable, ensuring a synchronized and efficient accounts payable workflow. 

Take Away 

Automation is the only way of effective management of the accounting workflow, be it AP, AR or Payroll. Utilizing software such as QuickBooks, combined with AI-enabled tools like Nanonets, can  optimize these workflows. This strategic synergy directly influences the bottom line, reinforcing the significance of streamlined AP automation for overall financial well-being.