Integrate SignWell With QuickBooks Online

QuickBooks Online is an accounting system that lets you connect with SignWell to send, sign, and manage your Estimates and Invoices.

We offer an integration with QuickBooks Online. Here are a few of the key features of this integration:

Create documents in SignWell from QuickBooks Online Estimates and Invoices, prepopulated with customer information and email messages.
Send and electronically sign QuickBooks Online Estimates or Invoices in SignWell, and append signed documents to the corresponding records in QuickBooks Online.
Track and automatically update the status of Estimates in SignWell, and simultaneously in QuickBooks Online.
Options to automatically convert signed Estimates into Invoices and automatically send converted Invoices to customers through QuickBooks Online

Getting Started with QuickBooks Online

You can learn more or sign up by visiting their website: https://quickbooks.intuit.com/online/

How do I connect SignWell with QuickBooks Online?

You can connect SignWell with QuickBooks Online in either of 2 different ways: from within your QuickBooks Online account, or from within your SignWell account.

Connect Within SignWell

Log in to your SignWell account, navigate to Settings > Integrations, and select "Connect" in the QuickBooks Online integration option.

You will need to log into your QuickBooks Online account (or sign up if you don't have an account yet) and authorize SignWell to access your data in QuickBooks Online.

The integration with SignWell and QuickBooks Online will then be active.

If your browser is compatible, you'll be directed to install the browser extension to use the integration without leaving QuickBooks Online:

Connect Within QuickBooks

Log in to your QuickBooks Online account, navigate to the App Store, search for "SignWell" and select "Get App Now":

You can also click here directly to Connect SignWell with QuickBooks Online | Intuit.

Then, log into your SignWell account like normal (or sign up if you don't have an account yet):

If you have multiple workspaces, click on the workspace that you want to integrate with:

From there, you will authorize SignWell to access your data in QuickBooks Online (if not already approved), and then the integration between SignWell and QuickBooks Online will be active.

If you haven't yet and if your browser is compatible, you can install the browser extension to use the integration without leaving QuickBooks Online.

How do I use the Integration with SignWell and QuickBooks Online?

You can send your QuickBooks Online records for e-signing in either of 2 ways: by clicking the browser extension from the Estimates or Invoices in your QuickBooks Online account, or by selecting your Estimates or Invoices from within SignWell.

Sending QuickBooks Online Records with the Browser Extension

If you didn't install the SignWell for QuickBooks browser extension yet, you can do so here (if your browser is compatible). See also:

SignWell for QuickBooks Extension for Chrome
SignWell for QuickBooks Extension for Firefox
(Coming Soon!) SignWell for QuickBooks Extension for Safari

You may also install it directly from your Settings > Integrations in SignWell for QuickBooks Online:

Note: this button will only be shown if your browser is compatible with the extension.

The extension makes it easy for you to send Estimates or Invoices to be signed electronically with SignWell without leaving QuickBooks Online:

Send QuickBooks Online Statements For Signature

To send an Estimate or Invoice to be e-signed, click on the " New Document" button from your Documents dashboard:

Click " Select from QuickBooks Online":

SignWell will show a list of your QuickBooks Online statements with the most recent displayed by default:

If you don't see the Estimate or Invoice you're looking for, click Search and enter the Estimate number (switch to the Invoice tab to Search for an Invoice).

You will need to click on the " Search" button or press ENTER on your keyboard to initiate the search in QuickBooks Online:

You can select single or multiple statements from QuickBooks Online (as long as they belong to the same Customer - you may not create documents using statements from different customers):

When you're ready, click the " Continue" button.

If the selected QuickBooks Online statement(s) don't have a customer email, you'll be prompted to add their Contact details on the following screen:

Click " Prepare" to preview the document, add fields, or adjust the Signature and Date fields, which are automatically placed and assigned to your customer:

When you're done, you can click " Send" in the top right corner to view the email message that will be sent to your customer.

If you had a " Note to Customer" on the corresponding Estimate or Invoice in QuickBooks Online, the note will be included in the send message for the document in SignWell. You can make adjustments as needed before sending for signing:

SignWell tracks the signing process and notifies you once the document is viewed and completed:

For more information on document status and notification updates, please see our help docs for Sending a Document and Document Statuses.

Curious what your customer will see when you send them a document? See our Recipient Guide.

When the Estimate is successfully completed in SignWell, the status of the Estimate will update to Accepted in QuickBooks Online:

Convert Estimates Into Invoices

In the Settings > Integrations area for QuickBooks Online, you can enable or disable the setting to Convert signed Estimates into Invoices:

When your document is signed and completed in SignWell, the signed Estimates will instantly convert into an Invoice:

The Invoice will be created as a draft, so you will need to log into QuickBooks Online to finish editing and sending the Invoice:

Automatically Send Converted Invoices

If you'd like to automatically send Invoices that were converted from signed Estimates (mentioned above), enable the 3rd SignWell setting to Auto-send converted Invoices to customers:

With this setting enabled, Invoices that were created from signed Estimates will be sent to customers as is. Important: if you need to make edits to the invoice before it is sent to the customer, please disable this setting and edit the Invoices manually in QuickBooks Online.

Update QuickBooks Online With Document Activity

By default, the setting to Add signed document to Customer Note will be enabled:

If this setting is enabled, SignWell will append the URL for the completed document's PDF to the corresponding Estimate or Invoice in QuickBooks Online:

The signed URL will also be appended to Invoices that are created from the Estimate (if "convert Estimate to Invoice" is also enabled).

Deactivating Your QuickBooks Online Integration

To deactivate your QuickBooks integration, simply go to Settings > Integrations. Click "Deactivate Integration":

Alternatively, you can disable the integration from your QuickBooks Online Account by navigating to Apps > My apps and click "Disconnect" from there.

This will successfully disable the integration connection between SignWell and QuickBooks Online in that Workspace.

Still need help? Please email our support: support@signwell.com.