QuickBooks Integration

The LostChurn QuickBooks integration syncs recovery data with QuickBooks Online. Failed payments create invoices, successful recoveries record payments, and refunds generate refund receipts -- with smart customer matching to keep your books clean.

What You Get

After connecting:

• Invoice creation -- Failed payments create invoices in QuickBooks with matched customers and LostChurn tags.
• Payment recording -- Recovered payments create Payment records linked to the outstanding invoice.
• Refund receipts -- Refunds create Refund Receipt records referencing the original invoice.
• Smart customer matching -- LostChurn matches customers by email, display name, or company name before creating new records.
• Two-way sync -- Payments recorded in QuickBooks pause dunning in LostChurn.
• Configurable accounts -- Map recovery events to your chart of accounts.

Prerequisites

• A QuickBooks Online account (Simple Start, Essentials, Plus, or Advanced)
• Admin access to your QuickBooks Online company
• A LostChurn account with at least one workspace created

Connect Your QuickBooks Account

1. In your LostChurn dashboard, go to Settings > Integrations and click Connect QuickBooks.
2. You are redirected to Intuit's OAuth 2.0 authorization page.
3. Sign in to your Intuit account if prompted.
4. Select the QuickBooks company you want to connect.
5. Review the permissions and click Connect.
6. You are redirected back to LostChurn with the connection confirmed.

LostChurn requests these OAuth scopes:

Tokens are stored securely and refreshed automatically via Intuit's refresh token mechanism.

Customer Matching

When a recovery event arrives, LostChurn matches the customer to an existing QuickBooks record using this priority:

1. Email address (exact match) -- highest confidence
2. Display name (fuzzy match) -- Levenshtein similarity >= 0.7
3. Company name (fuzzy match) -- Levenshtein similarity >= 0.7
4. Create new customer -- fallback when no match is found

This prevents duplicate customer records in QuickBooks while ensuring every recovery is tracked.

How the Sync Works

Failed Payment -- Invoice Created

1. LostChurn checks if a corresponding invoice exists in QuickBooks.
2. If not, a new Invoice is created with:
   • Customer: Matched using the priority above, or created if new
   • Due date: Set to the original payment date
   • Line items: Subscription or order details from your billing platform
   • Memo: Includes the LostChurn recovery ID for cross-reference and filtering
3. The invoice is tagged with LostChurn in the memo field.

Recovery Succeeded -- Payment Recorded

1. LostChurn finds the matching invoice by document number or customer reference.
2. A Payment record is created and linked to the invoice.
3. The payment deposits to your configured account (default: Undeposited Funds).

Refund -- Refund Receipt Created

1. A Refund Receipt is created linked to the original customer.
2. The memo references the original invoice number.

QuickBooks to LostChurn

When a payment is recorded in QuickBooks for a LostChurn-tagged invoice, the webhook notifies LostChurn to pause dunning for that customer.

Configuration

Account Mapping

Configure under Settings > Integrations > QuickBooks:

Multi-Currency

Multi-currency must be enabled in QuickBooks if you process payments in currencies other than your home currency. LostChurn matches the source payment currency to the transaction currency.

Tax Codes

Tax codes are applied based on your QuickBooks default settings. Override per workspace in LostChurn integration settings.

Invoice Void on Terminal Failure

When a recovery is exhausted (all retries failed, dunning complete, customer did not respond):

1. LostChurn marks the recovery as "Exhausted."
2. The corresponding QuickBooks invoice is voided automatically.
3. A memo note is added: "Recovery exhausted - LostChurn."

This keeps your accounts receivable accurate by removing invoices that will not be collected.

Troubleshooting

Connection shows "Disconnected"

• Intuit tokens require periodic refresh. LostChurn handles this automatically. If refresh fails, click Reconnect in Settings > Integrations > QuickBooks.

Customer duplicates appearing

• Review the customer matching log in Settings > Integrations > QuickBooks > Sync Log.
• If fuzzy matching creates false positives, you can set matching to "email only" mode.

Invoices not appearing

1. Verify the connection is active (green badge).
2. Check the sync log for errors. Common issues: missing income account, customer creation failed.
3. Confirm your QuickBooks API quota is not exhausted (500/minute, 10,000/day).

Sandbox testing

Connect a sandbox company from the Intuit Developer portal. Sandbox events are labeled as test data and kept separate from production analytics.

Multi-company

Connect each QuickBooks company to a separate LostChurn workspace. Each requires its own OAuth authorization.

Next Steps

• Xero integration -- alternative accounting integration
• CRM sync settings -- configure CRM data sync
• Analytics dashboard -- track recovery performance