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Connect Gmail to QuickBooks

Bills arrive by email and invoices get chased by email, but the numbers live in QuickBooks. Connecting Gmail means vendor invoices turn into bills without retyping, and overdue customers get reminders from your own address.
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Ideas

What you can do with Gmail and QuickBooks

Bills from vendor emails, invoices from labelled threads, and overdue reminders sent from Gmail. These are ready-made starting points. Anything else you can describe works too.
Every 15 minutesAI

Turn emailed supplier invoices into QuickBooks bills

When a supplier emails a PDF invoice, a bill is created in QuickBooks with the PDF attached, and you get an email listing what was added.

See how it works
On a scheduleAI

Send polite Gmail reminders for overdue QuickBooks invoices

Every weekday, customers with overdue QuickBooks invoices get a reminder from your Gmail address, firmer as the invoice ages, and you get a summary.

See how it works
Every 15 minutesAI

Create QuickBooks invoices from emails you label

Label an email thread Invoice Needed and a QuickBooks invoice for the client and items it mentions is created and sent.

See how it works Your own logic

Any other automation you can describe in words

Your own rules, schedule and AI steps with Gmail and QuickBooks, plus any other app. Describe it and your assistant builds it.

See how to build your own

Build your own

Build any Gmail and QuickBooks automation you can describe

The ideas above are ready-made starting points, not a fixed list. Describe what should happen between Gmail and QuickBooks in your own words, with your conditions, other apps or an AI step, and your assistant writes it, tests it and runs it on ClickRuntime.

  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

For example, ask your assistant

Do not send overdue reminders to customers tagged "VIP" in QuickBooks; email me a list instead.

Before creating a bill, check that the vendor exists and the amount is under $5,000; otherwise save it as a draft email to me.

Use cases

Why people connect Gmail and QuickBooks

How the two apps work together

  • A check every few minutes reads Gmail for invoices, approvals or replies.
  • The script reads attachments with AI and creates bills or invoices in QuickBooks Online.
  • On a schedule, it reads open invoices and sends reminders or summaries from Gmail.

  • Owners chasing late payments

    Overdue invoices get a polite reminder email from your Gmail, getting firmer over time. Cash comes in sooner.

  • Bookkeepers entering bills

    Vendor invoices emailed as PDFs are read and created as bills. Data entry drops.

  • Agencies invoicing from email

    An email from a client approving work creates an invoice. Billing happens quickly.

  • Founders watching cash

    A weekly email shows money owed, paid and overdue. Cash is clear without logging in.

More apps

Gmail, QuickBooks and other apps in one automation

An automation isn't limited to two apps. Add the next step in another app and it runs as part of the same automation.

Save invoices to Drive

When an emailed vendor invoice is turned into a QuickBooks bill, save the PDF to my Google Drive folder by month.

Bill approvals in Slack

When an emailed invoice is read, post it to #finance and create the QuickBooks bill only after a checkmark reaction.

Reminder log

Log every overdue reminder sent to my Google Sheet with invoice number, amount and date.

Setup

Connect Gmail and QuickBooks once

Every idea on this page uses the same two connections, so you set them up once. If one is missing, your assistant tells you and links to the right place.

Gmail

Email

  1. At console.cloud.google.com, create a project and enable the Gmail API under APIs & Services → Library.
  2. Set up the OAuth consent screen. On Google Workspace choose Internal. On a personal Gmail account choose External, then under Audience click Publish app so it is In production, not Testing.
  3. Under Data Access, add the scopes you need, such as https://www.googleapis.com/auth/gmail.modify, or gmail.send if you only want to send.
  4. Under Clients, create an OAuth client of type Web application with the redirect URI https://clickruntime.com/oauth/callback.
  5. In the ClickRuntime dashboard, open Connections, choose Gmail and enter the client ID and secret. On a personal account Google shows an unverified-app screen: click Advanced, then go to your app.

QuickBooks

Accounting

  1. At developer.intuit.com, create an app for QuickBooks Online and Payments with the com.intuit.quickbooks.accounting scope.
  2. Under Keys and credentials, open Production, fill in the app details (EULA and privacy URLs, host domain) and finish the Compliance questionnaire, which takes roughly 20 to 40 minutes.
  3. Add https://clickruntime.com/oauth/callback as a redirect URI.
  4. In the ClickRuntime dashboard, open Connections, choose QuickBooks and enter the production Client ID and Secret, then approve access to your company.

FAQ

Questions about connecting Gmail and QuickBooks

Does it send emails from QuickBooks or from Gmail?
Reminders go from your Gmail address, so replies land in your inbox. Invoices created in QuickBooks can also be sent through QuickBooks' own invoice email.
How does it know which emails are invoices?
You choose a Gmail search or label, such as PDF attachments from known suppliers. Only matching emails are read.
Are bills posted straight to my books?
They're created as bills you can review in QuickBooks, and you get an email listing each one. You can also ask for an approval step first.
Which QuickBooks plans does it support?
Any QuickBooks Online plan with API access. QuickBooks Desktop is not supported.
Does it attach the invoice PDF?
Yes. The invoice PDF can be downloaded from QuickBooks and attached to the reminder email.
Can it stop reminding once paid?
Yes. It checks the invoice balance before each reminder.
Will customers see a QuickBooks address?
No. Emails come from your Gmail address.

Related pages

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