How to load data from Quickbooks to MS SQL Server

Blendo Team

This post helps you with loading your data from QuickBooks to MS SQL Server. If you are looking to get analytics-ready data without the manual hassle you can integrate QuickBooks to MS SQL Server with Blendo, so you can focus on what matters, getting value out of your accounting and financial data.

Access your data on QuickBooks

The first step in loading your QuickBooks data into any data warehouse solution, is to access them and start extracting it through the available web API.

QuickBooks has a very rich and well defined API, reflecting the extensive development that the product has gone through. The API is designed around the following main groups of resources.

  1. Transaction resources.
  2. Name list resources.
  3. Report resources.
  4. Supporting resources.

Report resources, contain all the reports that QuickBooks also offer from within the application. They have a different data model than the rest of the resources and you need to account for these differences when extracting data from the API.

The rest of the resources contain pretty much every possible entity that QuickBooks define, each one with a different data model that is serialized in JSON.

You will need more time to read this post than integrating Quickbooks to MS SQL Server.

Effortlessly Sync All Your Quickbooks Data to MS SQL Server

In addition to the above, the things that you have to keep in mind when dealing with any API like the one Quickbooks has, are:

  1. Rate limits. Every API, has some rate limits that you have to respect.
  2. Authentication. You authenticate on QuickBooks using an API key.
  3. Paging and dealing with big amount of data. Platforms like QuickBooks tend to generate a lot of data, as financial transactions and accounting involve many different events that can happen. Pulling big volumes of data out of an API might be difficult, especially when you consider and respect any rate limits that the API has.

About QuickBooks

QuickBooks is an accounting software released and maintained by Intuit. It currently has two versions, a desktop one and a cloud based one. This guide is about the latter, where data can be accessed through the REST API that Intuit has built around the product.

QuickBooks is mainly used by small and medium sized companies and covers the whole spectrum of accounting related activities of a company, from payroll to the management and payment of bills.

Historically, QuickBooks is one of the first accounting software that was ever released, its initial release was for the DOS operating system and it managed to dominate the small and medium sized companies market for many years.

Transform and prepare your QuickBooks data for MS SQL Server

After you have accessed your data on QuickBooks, you will have to transform it based on two main factors,

  1. The limitations of the database that is going to be used
  2. The type of analysis that you plan to perform

Each system has specific limitations on the data types and data structures that it supports. If for example you want to push data into Google BigQuery, then you can send nested data like JSON directly. But when you are dealing with tabular data stores, like Microsoft SQL Server, this is not an option. Instead, you will have to flatten out your data before loading into the database.

Also, you have to choose the right data types. Again, depending on the system that you will send the data to and data types that the API exposes to you, you will have to make the right choices. These choices are important because they can limit the expressivity of your queries and limit your analysts on what they can do directly out of the database.

QuickBooks has a very rich data model, where many of the resources that you can access might have to be flatten out and be pushed in more than one tables.

Also, QuickBooks has a special set of resources, the reports, that have a tabular but nested format that looks similar to a complex spreadsheet. In order to make these reports compatible with a database data model, you need to redesign, parse and transform the reports into a tabular form that can be stored into a database.

Load your Quickbooks data into Microsoft SQL Server

So, after you have managed to access your data on Quickbooks and you have also figured out the structure that data will have on your database, you need to load them into the database, in our case into a Microsoft SQL Server.

As a feature-rich and mature product, MS SQL Server offers a large and diverse set of methods for loading data to a database. One way of importing data into your database is by using the SQL Server Import and Export Wizard. With it and through a visual interface you will be able to bulk load data from a number of data sources that are supported.

Another way for importing bulk data to an SQL Server, both on Azure and on premises, is by using the bcp utility. This is a command line tool that is built specifically for bulk loading and unloading of data from an MS SQL database.

Finally and for compatibility reasons, especially if you are managing databases from different vendors, you can you BULK INSERT SQL statements.

In a similar way and as it happens with the rest of the databases, you can also use the standard INSERT statements, where you will be adding data row-by-row directly to a table. It is the most basic and straightforward way of adding data in a table but it doesn’t scale very well with larger datasets.

Updating your Quickbooks data on MS SQL Server

As you will be generating more data on Quickbooks, you will need to update your older data on an MS SQL Server database. This includes new records, together with updates to older records that for any reason have been updated on Quickbooks.

You will need to periodically check Quickbooks for new data and repeat the process that has been described previously while updating your currently available data if needed. Updating an already existing row on a SQL Server table is achieved by creating UPDATE statements.

Another issue that you need to take care of is the identification and removal of any duplicate records on your database. Either because Quickbooks does not have a mechanism to identify new and updated records or because of errors on your data pipelines, duplicate records might be introduced to your database.

In general, ensuring the quality of data that is inserted in your database is a big and difficult issue and MS SQL Server features like TRANSACTIONS can help tremendously, although they do not solve the problem in the general case.

The best way to load data from QuickBooks to MS SQL Server

So far we just scraped the surface of what you can do with MS SQL Server and how to load data into it. Things can get even more complicated if you want to integrate data coming from different sources.

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