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Google Sheets and QuickBooks expenses automation template

Rosh RagelRosh Ragel
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2/3/2026
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Automatically Upload Expenses to QuickBooks from Google Sheets

What It Does

This n8n workflow template automates the process of uploading categorized expenses from Google Sheets into QuickBooks Online. It leverages your Google Sheets data to create expense entries in QuickBooks with minimal manual effort, streamlining the accounting process.

Prerequisites

  • QuickBooks Online Credential: Set up your QuickBooks Online connection in n8n for expense creation.
  • Google Sheets Credential: Set up your Google Sheets connection in n8n to read and write data.

How It Works

  1. Refresh Google Sheets Data: The workflow will first refresh the list of vendors and chart of accounts from your Google Sheets template.
  2. Import Bank Transactions: Open the provided Google Sheets template and copy-paste your transactions from your online banking CSV file.
  3. Categorize Transactions: Quickly categorize the transactions in Google Sheets, or assign this task to a team member.
  4. Run the Workflow: Once the transactions are categorized, run the workflow again, and each expense will be created automatically in QuickBooks Online.

Example Use Cases

  • Small Business Owners: Automatically track and upload monthly expenses to QuickBooks Online without manually entering data.
  • Accountants: Automate the transfer of bank transactions to QuickBooks, streamlining the financial process.
  • Bookkeepers: Quickly categorize and upload business expenses to QuickBooks with minimal effort.

Setup Instructions

  1. Connect Your Google Sheets and QuickBooks Credentials:

    • In n8n, connect your Google Sheets and QuickBooks accounts. Follow the credential setup instructions for both services.

  2. Setup the Google Sheets Node:

    • Link the specific Google Sheet that contains your expense data. Make sure the sheet includes the correct columns for transactions, vendors, and accounts.

  3. Setup the QuickBooks Node:

    • Configure the QuickBooks Online node to create expense entries in QuickBooks from the data in your Google Sheets.

  4. Setup the HTTP Node for API Calls:

    • Use the HTTP node to make custom API calls to QuickBooks

  5. Configure the QuickBooks Realm ID:

    • Obtain the QuickBooks Realm ID from your QuickBooks Online Developer account to use for custom API calls. This ensures the workflow targets the correct QuickBooks instance.

How to Use

  1. Import Transactions:

    • Copy and paste your bank transactions from the CSV into the provided Google Sheets template.

  2. Categorize Transactions:

    • Manually categorize the transactions in the sheet, or delegate this task to another person to ensure they’re correctly tagged (e.g., Utilities, Office Supplies, Travel).

  3. Run the Workflow:

    • Execute the workflow to automatically upload the categorized expenses into QuickBooks.

  4. Verify in QuickBooks:

    • After the workflow runs, log into QuickBooks Online to confirm the expenses have been created and categorized correctly.

Free Google Sheets Template

To get started quickly, download my free Google Sheets template that includes pre-configured sheets for bank transactions, vendors, and chart of accounts. This template will make it easier for you to import and categorize your expenses before running the n8n workflow.

Download the Free Google Sheets Template

Customization Options

  • Category Mapping: Customize how categories in Google Sheets are mapped to QuickBooks expense types.
  • Additional API Calls: Add custom API calls if you need extra functionality, such as creating custom reports or syncing additional data.
  • Notifications: Configure email or Slack notifications to alert you when the expenses have been successfully uploaded.

Why It's Useful

  • Time-Saving: Automatically upload and categorize expenses in QuickBooks without needing to enter them manually.
  • Error Reduction: Minimize human error by automating the process of uploading and categorizing transactions.
  • Efficiency: Connects Google Sheets to QuickBooks, making it easy to manage expenses in one place without having to toggle between multiple apps.
  • Accuracy: Syncs data between Google Sheets and QuickBooks in a structured, automated way for consistent and reliable financial reporting.
  • Flexibility: Allow external users or lower-permission employees to categorize financial transactions without providing direct access to QBO

Google Sheets to QuickBooks Expenses Automation

This n8n workflow automates the process of transferring expense data from Google Sheets to QuickBooks Online, ensuring your financial records are always up-to-date. It's designed to process new expense entries, deduplicate them, and conditionally add them to QuickBooks.

What it does

This workflow performs the following key steps:

  1. Manual Trigger: Initiates the workflow manually, allowing you to run it on demand.
  2. Google Sheets: Reads data from a specified Google Sheet, likely containing expense entries.
  3. Remove Duplicates: Cleans the incoming data by removing any duplicate entries based on a defined criterion, preventing redundant expense creation in QuickBooks.
  4. Split Out: Processes each unique expense item individually.
  5. Edit Fields (Set): Transforms and formats the expense data to match the expected structure for QuickBooks Online, including setting default values or renaming fields.
  6. If: Checks a condition (e.g., if the expense is valid or meets certain criteria) to determine whether it should be added to QuickBooks.
    • True Branch (HTTP Request): If the condition is true, it sends the expense data to a specified HTTP endpoint. This could be a custom API or another service for further processing before QuickBooks.
    • False Branch (QuickBooks Online): If the condition is false, it directly creates an expense entry in QuickBooks Online.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Account: A running instance of n8n.
  • Google Sheets Account: Access to a Google Sheet containing your expense data.
  • Google Sheets Credential: An n8n credential configured for Google Sheets.
  • QuickBooks Online Account: An active QuickBooks Online account.
  • QuickBooks Online Credential: An n8n credential configured for QuickBooks Online.
  • (Optional) HTTP Endpoint: If you utilize the "True" branch of the If node, you'll need an accessible HTTP endpoint for data submission.

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your Google Sheets credential in n8n.
    • Set up your QuickBooks Online credential in n8n.
  3. Configure Google Sheets Node:
    • Select your Google Sheets credential.
    • Specify the Spreadsheet ID and Sheet Name where your expense data is located.
  4. Configure Remove Duplicates Node:
    • Adjust the "Property" to be used for identifying duplicates (e.g., an expense ID, date + amount, or a unique description).
  5. Configure Edit Fields (Set) Node:
    • Review and adjust the field mappings to ensure your Google Sheets data correctly translates to QuickBooks expense fields (e.g., amount, vendor, description, date).
  6. Configure If Node:
    • Define the condition that determines whether an expense should go through the HTTP Request path or directly to QuickBooks.
  7. Configure HTTP Request Node (if used):
    • Set the URL, Method, and any necessary Headers or Body parameters for your custom HTTP endpoint.
  8. Configure QuickBooks Online Node:
    • Select your QuickBooks Online credential.
    • Ensure the operation is set to "Create" an expense.
    • Map the incoming fields from the "Edit Fields (Set)" node to the corresponding QuickBooks expense fields.
  9. Activate the Workflow: Once configured, activate the workflow. You can then execute it manually using the "When clicking ‘Execute workflow’" trigger.

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