FAQ

What's the difference between QuickBooks and QuickBooks Reports in Coupler.io?

QuickBooks pulls raw entity data — individual records like invoices, customers, bills, vendors, and 25+ other data categories. Each record is a row with all its fields.

QuickBooks Reports pulls pre-built financial reports — Profit and Loss, Balance Sheet, General Ledger, and 20+ others. These are the same reports you see in QuickBooks Online, formatted with totals, subtotals, and groupings.

Use QuickBooks when you need granular transactional data. Use QuickBooks Reports when you need summarized financial data for dashboards or analysis.

Does Coupler.io work with QuickBooks Desktop?

No. Coupler.io connects to the QuickBooks Online API only. QuickBooks Desktop (including Desktop Enterprise and Desktop Pro) is not supported. To use Coupler.io, you would need to migrate to QuickBooks Online.

Can I pull custom reports from QuickBooks?

No. Coupler.io can only pull the predefined report types available through the QuickBooks API (Profit and Loss Summary, Balance Sheet, General Ledger Detail, Transaction List, etc.). Custom reports that you create inside the QuickBooks UI are not accessible via the API.

As a workaround, use the closest predefined report and apply query parameters (filter by class, department, customer, vendor, date range) to approximate your custom report.

How do I filter reports by Class?

Add class: <class_id> in the Query parameters field. You need to use the Class ID (a number), not the class name.

To find the Class ID, create a separate data flow using the QuickBooks source with the Class entity. This will export all classes with their IDs. Then use that ID in your report query parameter.

For multiple classes, separate the IDs with commas: class: 12345,67890 (no spaces between values).

How do I switch a report from Cash to Accrual accounting?

Add the query parameter accounting_method: Accrual (or accounting_method: Cash) in the Query parameters section of your data flow. This overrides the default accounting method set in your QuickBooks company preferences.

This parameter is available on most financial reports including Profit and Loss, Balance Sheet, Customer Balance, and Expenses by Vendor.

How do I include inactive vendors or customers?

By default, QuickBooks only returns active records. To include inactive ones, add Active IN (false, true) to the Where parameter in your data flow settings.

This works for Vendor, Customer, Item, Account, Employee, and other entities that have an Active field.

How do I export invoice line items as separate rows?

Set the Split by parameter to Line in your data flow settings. This tells Coupler.io to split multi-line documents (invoices, bills, sales receipts) into separate rows — one row per line item.

Without this setting, each invoice appears as a single row with aggregated totals.

Why is my report data truncated or incomplete?

The QuickBooks Reports API has a hard limit of 400,000 cells (rows × columns). If your report exceeds this, the data is silently truncated.

To fix this, narrow the date range, select fewer columns, or filter by class/department/customer. If your General Ledger or Transaction List frequently hits this limit, split the export into monthly data flows.

How do I use the Where parameter to filter by date?

Use the TxnDate field with comparison operators. Examples:

• TxnDate>='2025-01-01' — transactions from January 1, 2025 onward

• TxnDate>='2025-01-01' AND TxnDate<'2025-02-01' — January 2025 only

• MetaData.CreateTime >= '2025-01-24' — records created in the last 30 days (update the date as needed)

Why doesn't the OR operator work in the Where parameter?

The QuickBooks query language does not support the OR operator. Only AND is supported for combining multiple conditions. If you need OR-like behavior, you would need to create separate data flows for each condition and combine the results in your destination.

Alternatively, the IN operator can match multiple values for a single field: Id IN ('30','80').

Can I display columns by both Class and Month at the same time?

No. The Display columns by option supports only one dimension at a time. You can group by Month or by Class, but not both simultaneously. This is a QuickBooks API limitation.

As a workaround, create two separate data flows — one grouped by Month and one grouped by Class — and combine them in your destination.

What QuickBooks Online subscription do I need?

Coupler.io works with all QuickBooks Online tiers: Simple Start, Essentials, Plus, and Advanced. However, some features and entities require higher tiers:

• Classes and Locations require Plus or Advanced

• Budgets require Plus or Advanced

• Custom fields require certain plan tiers

If you try to export an entity or use a report parameter that isn't available on your plan, QuickBooks may return an error or empty data.

For detailed query parameter syntax and field-by-field reference for each entity, see the Where parameter guide. For report-specific query parameters, see the Reports parameters guide.