Data Overview

Coupler.io provides two separate QuickBooks data sources, each designed for different use cases. QuickBooks gives you raw entity data (invoices, customers, bills, etc.), while QuickBooks Reports gives you pre-built financial reports (P&L, Balance Sheet, General Ledger, etc.).

QuickBooks (Entity Data)

This source pulls structured records directly from your QuickBooks Online account. Select one entity per data flow.

Available entities

Entity	Description	Typical use case
Invoice	Customer invoices with line items	Revenue tracking, accounts receivable
Customer	Customer records and contact info	Customer lists, contact management
Bill	Vendor bills (accounts payable)	Expense tracking, AP aging
Payment	Customer payments received	Cash flow tracking
Vendor	Vendor/supplier records	Vendor management, AP reporting
Employee	Employee records	Payroll, HR reporting
Estimate	Quotes and estimates	Sales pipeline tracking
Purchase	Purchases and expenses	Expense analysis
PurchaseOrder	Purchase orders	Procurement tracking
SalesReceipt	Point-of-sale receipts	Retail and cash sales
CreditMemo	Credit memos issued	Refund and credit tracking
Deposit	Bank deposits	Cash flow, deposit reconciliation
Transfer	Bank-to-bank transfers	Cash management
JournalEntry	Manual journal entries	Adjustments, accruals
Account	Chart of accounts	Account structure and balances
Item	Products and services	Inventory, catalog management
Budget	Budget records	Budget vs. actual analysis
TimeActivity	Time tracking entries	Billable hours, payroll hours

Additional entities: Attachable, BillPayment, Class, CompanyInfo, Department, ExchangeRate, JournalCode, PaymentMethod, Preferences, RefundReceipt, TaxAgency, TaxCode, TaxRate, Term, VendorCredit.

Entity parameters

Parameter	Purpose	Example
Where	Filter records using QuickBooks query syntax	TxnDate>='2025-01-01'
Order	Sort results by a field (ascending by default; append DESC for descending)	EmailAddress DESC
Split by	Split multi-line values (e.g., invoice line items) into separate rows	Line

The Where parameter accepts standard date strings in YYYY-MM-DD format. See the Where parameter guide for full syntax and field-by-field examples.

QuickBooks Reports (Financial Reports)

This source pulls formatted financial reports from QuickBooks Online. Each report has its own set of columns and query parameters.

Summary reports

Report	What it shows	Key parameters
Profit and Loss Summary	Revenue and expenses by account	accounting_method, class, department
Balance Sheet	Assets, liabilities, and equity snapshot	accounting_method, adjusted_gain_loss
Cash Flow	Cash inflows and outflows	class, department, customer
Trial Balance	Debit/credit balances for all accounts	accounting_method
Expenses by Vendor	Expense totals grouped by vendor	accounting_method, class
Sales by Customer	Sales totals grouped by customer	accounting_method, class
Sales by Product	Sales totals grouped by product/service	accounting_method, department
Sales by Class Summary	Sales totals grouped by class	accounting_method
Sales by Department	Sales totals grouped by department/location	accounting_method
Tax Summary	Tax collected and owed	—
Inventory Valuation Summary	Inventory quantities and values	—

Detail reports

Report	What it shows	Key columns
Profit and Loss Detail	Individual transactions behind P&L line items	Date, Type, Name, Amount, Balance
General Ledger Detail	All transactions by account with running balance	Date, Account, Debit, Credit, Balance
Transaction List	All transactions in a flat list	Date, Type, Account, Amount
Transaction List by Customer	Transactions grouped by customer	Date, Type, Customer, Amount
Transaction List by Vendor	Transactions grouped by vendor	Date, Type, Vendor/Supplier, Amount
Transaction List with Splits	Transactions showing all split lines	Date, Account, Amount, Product/Service
Journal Report	Journal entries with debit/credit detail	Date, Account, Debit, Credit

Aging and balance reports

Report	What it shows
AP Aging Detail / Summary	Outstanding vendor bills by aging period
AR Aging Detail / Summary	Outstanding customer invoices by aging period
Customer Balance / Detail	Customer balances and underlying transactions
Vendor Balance / Detail	Vendor balances and underlying transactions
Customer Income	Income by customer
Account List Detail	Chart of accounts with balances

Report configuration options

Option	Purpose	Available for
Report period	Preset time range (This Month, Last Fiscal Year, Custom, etc.)	All reports
Start/End date	Custom date range (when Report period = Custom)	All reports
Display columns by	Group data into columns by time period or dimension	Summary reports, Transaction Lists
Report structure	Choose between QuickBooks-style (hierarchical) or Flat structure	Detail reports, some summary reports
Query parameters	Additional filters (accounting_method, class, department, customer, vendor)	Varies by report
Columns	Select specific columns to include	Detail reports

Common metric combinations

Goal	Source	Configuration
Monthly P&L dashboard	QuickBooks Reports	Profit and Loss Summary, Display columns by Month
Accounts receivable aging	QuickBooks Reports	AR Aging Detail with customer and term filters
Invoice line-item export	QuickBooks	Invoice entity, Split by = Line
Filtered vendor expenses	QuickBooks Reports	Expenses by Vendor, filter by class or department
Budget vs. actual	QuickBooks + QuickBooks Reports	Budget entity + Profit and Loss Summary

Use cases by role

Finance / Accounting

Automate P&L, Balance Sheet, and General Ledger exports to Google Sheets or BigQuery. Combine with budgets for variance analysis. Use the accounting_method parameter to ensure consistent Cash or Accrual reporting across all data flows.

Business Owners

Operations

Bookkeepers

Platform-specific notes

• QuickBooks Online only — Coupler.io connects to the QuickBooks Online API. QuickBooks Desktop is not supported.

• Accounting method — Reports default to the accounting method set in your QuickBooks company preferences. To override, use the accounting_method query parameter with value Cash or Accrual.

• 400,000-cell limit — The QuickBooks Reports API has a hard limit of 400,000 cells (rows × columns) per report. If your report exceeds this, QuickBooks truncates the data. Narrow your date range or filters to stay under the limit.

• Budget entity limitations — The Budget entity returns budget metadata (name, type, dates) but budget line-item details (monthly amounts by account) are returned in a nested format that requires additional processing.

• Inactive records — By default, the QuickBooks entity source returns only active records. To include inactive records (e.g., inactive vendors), add Active IN (false, true) to the Where parameter.

• Class and Department filtering — To filter reports by Class or Department, you must use the class or department query parameters with the entity IDs (not names). Find these IDs by first exporting the Class or Department entity.

• Date fields — Both the Where parameter (entities) and the Start/End date fields (reports) accept dates in YYYY-MM-DD format. Use the date picker for report Start/End dates.