Sponsor invoices that write themselves.
Connect SponsorFlo to QuickBooks Online and stop re-keying sponsorship payment schedules. AI reads each signed agreement, generates QuickBooks invoices on the right cadence, and syncs payments back the moment they land.
Two-way sync. Real-time webhooks. GL account, class, and tax code mapping out of the box. Built for sponsorship, not retail.
What syncs between SponsorFlo and QuickBooks
Six data flows, all real-time, all idempotent.
Sponsors ↔ QuickBooks customers, matched by name + email.
AI-generated from signed agreement payment schedules.
Webhook-driven; updates agreement milestones in seconds.
Pulled live so the editor always shows your current chart of accounts.
For per-event / per-property P&L tagging on every invoice.
HMAC-verified webhooks; full sync log; idempotent retries.
Built for sponsorship, not generic CRM-to-QBO
Multi-milestone deals, in-kind line items, deferred revenue, per-event class tagging — handled.
When an agreement is signed, AI reads it and pulls every milestone, due date, and amount. No re-keying schedules from PDFs into your AR ledger.
SponsorFlo creates invoices in QuickBooks on the right date, against the right GL account, addressed to the right customer. Approve once; let it run.
New sponsors flow into QuickBooks as customers; existing QuickBooks customers map to SponsorFlo partners. Edits propagate both directions, idempotently.
When a payment lands in QuickBooks, the agreement's payment milestone is marked paid in SponsorFlo within seconds — webhook-driven, not polled.
Map each sponsorship package to a QuickBooks income account, class, and location. Per-agreement overrides for one-offs. Versioned, so historical invoices stay correct.
Pull live tax codes, payment terms, and payment methods from QuickBooks into the SponsorFlo agreement editor — no copy-pasting tax IDs.
Every outbound and inbound sync event is logged with status, payload, and retry history. Replay any failed sync from the admin console with one click.
Connect via Intuit OAuth — we never see your QuickBooks password. Inbound webhooks are HMAC-verified per request. Mutating actions are admin-gated.
Built for sponsorship: handles multi-milestone deals, in-kind line items, deferred revenue split across activation dates, and per-event class tagging out of the box.
Setup in under 10 minutes
One Intuit OAuth flow. A handful of GL mappings. Done.
Connect via Intuit OAuth
Click "Connect QuickBooks" in your SponsorFlo settings, log into Intuit, and authorize. Tokens are encrypted and stored per tenant.
Map your default GL accounts
Pick a default income account, tax code, and (optionally) class for sponsorship revenue. Override per package later if you need finer-grained tagging.
Reconcile existing customers
SponsorFlo auto-matches your sponsor records to QuickBooks customers by name and email. Confirm any ambiguous matches in one batch.
Run invoice automation
Approve the first batch of AI-generated invoices. After that, SponsorFlo runs every sponsorship invoice on the schedule defined in the signed agreement — automatically.
Manual sponsor billing vs. SponsorFlo × QuickBooks
Quarter-close stops being an event.
• Sales emails finance the signed PDF; finance re-types the schedule
• Invoices generated by hand against the wrong GL account half the time
• AR chases payments from a separate spreadsheet finance owns
• Sponsor pays — sales finds out at the next pipeline review
• Quarter-close starts with a 3-hour reconciliation between CRM + QBO
• Class / department tagging skipped because it's a hassle
• AI extracts the schedule from the signed agreement automatically
• Invoices land in QuickBooks against the right GL + class, every time
• Payment status updates in the deal record the moment it's recorded
• Deal owner pinged in real time when sponsors pay
• Quarter-close = "looks good"; CRM and QBO already agree
• Class + location tagging applied automatically based on the deal
OAuth 2.0 — never stores your password
Connect via Intuit's OAuth flow. Tokens encrypted at rest, isolated per tenant.
HMAC-verified webhooks
Every inbound webhook is signature-verified with Intuit's signing key — no spoofed payments.
Idempotent + replayable
Failed syncs queue with backoff and replay automatically when QuickBooks recovers — no duplicates.
QuickBooks integration FAQ
Everything finance teams ask before flipping the switch.
Does SponsorFlo integrate with QuickBooks?
Yes. SponsorFlo offers a native, two-way integration with QuickBooks Online. Connect via OAuth in under two minutes and SponsorFlo will keep customers, invoices, and payments in sync automatically. Real-time webhooks mean payment updates land in SponsorFlo within seconds of being recorded in QuickBooks.
Which QuickBooks editions are supported?
QuickBooks Online — all paid editions (Simple Start, Essentials, Plus, Advanced). QuickBooks Desktop and QuickBooks Self-Employed are not supported. The Plus / Advanced editions unlock class and location tracking, which we use for departmental and event-level P&L tagging.
How does invoice automation work for sponsorship deals?
When an agreement is signed in SponsorFlo, AI extracts the payment schedule (e.g. "50% net-30 from signing, 50% on activation date"). SponsorFlo then creates QuickBooks invoices on the right dates, against the right GL account and class, addressed to the QuickBooks customer record for that sponsor. You approve the first batch; after that it runs on autopilot.
Does payment status sync back from QuickBooks to SponsorFlo?
Yes — automatically. QuickBooks pushes a webhook the moment a payment is recorded; SponsorFlo updates the agreement's payment milestone, marks the invoice paid, and notifies the deal owner. No daily reconciliation, no spreadsheets, no asking finance "did sponsor X pay yet?".
Can I map sponsorship packages to specific GL accounts?
Yes. The QuickBooks settings UI lets admins map each sponsorship product or package to a QuickBooks income account, class, and tax code. Override per agreement when needed. Mappings are versioned, so historical invoices stay correct even if you re-map going forward.
How long does setup take?
Under 10 minutes. Click Connect QuickBooks → authorize via Intuit OAuth → map your default GL accounts and tax codes → done. Existing sponsor records are matched to QuickBooks customers automatically by name + email; you confirm any ambiguous matches.
What if QuickBooks is temporarily unreachable?
Every outbound sync is queued, idempotent, and retried with backoff. If QuickBooks is down or rate-limiting, SponsorFlo will surface the failure in the sync log and replay automatically once the API recovers — no data is lost, no duplicates are created. Failed syncs can also be manually replayed from the admin console.
Is the integration secure?
Yes. SponsorFlo uses Intuit's OAuth 2.0 flow — we never see your QuickBooks password. Tokens are encrypted at rest and per-tenant isolated. Mutating actions (account mapping changes, manual resync) require admin or owner role; reads are open to any tenant member. Webhook payloads are HMAC-verified with the Intuit signing key on every request.
Does the QuickBooks integration cost extra?
No. The QuickBooks integration is included on all paid SponsorFlo plans at no additional cost. There are no per-invoice or per-sync fees. You only need a paid QuickBooks Online subscription on the Intuit side (Simple Start or higher).
Stop re-keying sponsor invoices.
Two minutes to connect. Ten minutes to map your GL. After that, every sponsorship invoice writes itself in QuickBooks on the right schedule.
Still on QuickBooks Desktop? Talk to us about your migration timeline.