Can I sync data in both directions between QuickBooks Online and Monday.com?

No, the sync is one-way from QuickBooks Online into Monday.com. Bills, invoices, and journal entries flow from accounting into your boards so your team can see and act on them, but changes made in Monday.com do not write back to QuickBooks Online. This keeps accounting authority in QuickBooks Online while making data visible in your workflow.

Do I need to set up a special board in Monday.com for QuickBooks Online data?

Yes. Monday.com has no native accounting objects, so you configure a board with columns that match the QuickBooks Online data you want to track - for example, columns for vendor name, bill amount, due date, account code, and project. ml-connector maps QuickBooks Online fields to those columns at setup time, and each synced transaction becomes a new item in the board.

How does ml-connector handle QuickBooks Online's OAuth token expiry?

ml-connector stores the OAuth credentials encrypted and refreshes the access token automatically before it expires every hour. Refresh tokens rotate every 24 to 26 hours, and ml-connector handles the rotation transparently so the integration keeps running without manual re-authentication.

QuickBooks OnlineMonday.com

QuickBooks Online and Monday.com integration

QuickBooks Online runs your accounting. Monday.com organizes your work. Connecting the two keeps accounting records visible in your team's workflow without re-keying. New bills and invoices from QuickBooks Online appear automatically in your configured Monday.com boards, linked to the vendors and customers they reference, and your team can act on them immediately. ml-connector handles the OAuth handshake, webhook verification, and the mapping between QuickBooks accounting entities and your custom Monday.com board structure.

How QuickBooks Online works

QuickBooks Online exposes vendors, customers, employees, items, accounts, bills, invoices, purchase orders, payments, and journal entries through the QuickBooks Online Accounting API v3 over REST. It authenticates with OAuth 2.0 authorization code flow, with access tokens expiring in 1 hour and refresh tokens rotating every 24 to 26 hours. Webhooks fire on create, update, delete, merge, and void operations for accounting records, though webhook payloads contain only entity ID, name, and operation type and require a full fetch to retrieve the record. A CDC endpoint is also available for polling with 30-day history. All creates and updates require exact object representation with SyncToken for concurrency control.

How Monday.com works

Monday.com is a work OS built on boards containing items (rows) with typed columns (fields). It exposes boards, items, column definitions, groups, users, and workspaces through a GraphQL API at https://api.monday.com/v2. Authentication uses either a personal API token scoped to a single user or OAuth 2.0 bearer tokens, both sent in the Authorization header. Monday.com sends webhooks for item creation, column value changes, item deletion, and other board-level events, though a customer-configured board is required to receive finance data - there are no native ERP objects. Rate limits range from 1,000 to 5,000 requests per minute depending on plan tier, with a complexity limit of 5,000,000 points per query.

What moves between them

The main flow is from QuickBooks Online into Monday.com. When bills, invoices, or journal entries are created or updated in QuickBooks Online, ml-connector receives the webhook notification, fetches the full record, and creates or updates a corresponding item in a configured Monday.com board. Vendor and customer details are included so team members can see who the transaction relates to. The sync runs on a schedule tied to your accounting cycle, and can also be triggered by QuickBooks Online webhooks for real-time updates when configured.

How ml-connector handles it

ml-connector stores QuickBooks Online OAuth credentials encrypted and handles token refresh when the 1-hour access token expires. It verifies webhook signatures against the QuickBooks Online webhook secret to ensure authenticity. When a bill, invoice, or journal entry webhook arrives, ml-connector fetches the full transaction record from QuickBooks Online using the entity ID provided in the payload. It then maps QuickBooks Online fields - vendor or customer name, amount, account, date - to the columns in your configured Monday.com board, creating a new item or updating an existing one. Monday.com boards are customer-defined, so the column mapping is configured at setup time. ml-connector handles pagination when syncing historical data and retries failed pushes to Monday.com with exponential backoff. A full audit trail tracks which QuickBooks Online transactions have been synced and their status in Monday.com.

A real-world example

A mid-sized professional services firm uses QuickBooks Online for accounting and Monday.com boards for project and expense tracking. Before the integration, the accounting team received bills from vendors, entered them into QuickBooks Online, and then manually created tracking items in Monday.com for project leads to see. With QuickBooks Online and Monday.com connected, each vendor bill syncs automatically into a Bills board with the vendor name, amount, and project code, so project leads see incoming costs immediately. Invoices to clients also appear in a separate Invoices board so the team can track outstanding amounts without checking QuickBooks Online separately.

What you can do

Sync bills, invoices, and journal entries from QuickBooks Online into Monday.com boards as new items.
Map QuickBooks Online vendor and customer records to Monday.com columns so team members see who each transaction relates to.
Handle QuickBooks Online OAuth token refresh and webhook signature verification automatically.
Pull historical accounting data from QuickBooks Online into Monday.com when first configured, then keep up with new transactions via webhooks.
Maintain a full audit trail of which QuickBooks Online records have been synced and their status in Monday.com.

Questions

Can I sync data in both directions between QuickBooks Online and Monday.com?: No, the sync is one-way from QuickBooks Online into Monday.com. Bills, invoices, and journal entries flow from accounting into your boards so your team can see and act on them, but changes made in Monday.com do not write back to QuickBooks Online. This keeps accounting authority in QuickBooks Online while making data visible in your workflow.
Do I need to set up a special board in Monday.com for QuickBooks Online data?: Yes. Monday.com has no native accounting objects, so you configure a board with columns that match the QuickBooks Online data you want to track - for example, columns for vendor name, bill amount, due date, account code, and project. ml-connector maps QuickBooks Online fields to those columns at setup time, and each synced transaction becomes a new item in the board.
How does ml-connector handle QuickBooks Online's OAuth token expiry?: ml-connector stores the OAuth credentials encrypted and refreshes the access token automatically before it expires every hour. Refresh tokens rotate every 24 to 26 hours, and ml-connector handles the rotation transparently so the integration keeps running without manual re-authentication.

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