IntegrationEmail to QuickBooks Automated
Gennai extracts invoices from your Gmail and Outlook, then exports them as bills to QuickBooks Online with one click. Vendor records, PDF attachments, and multi-currency handled automatically.
~3s
Per invoice export
99%
Field accuracy
0
Manual data entry
Why Manual Invoice Entry into QuickBooks Fails
Most businesses still download PDFs and type data into QuickBooks by hand. Here’s why that approach breaks down at scale.
$15-40
per invoice processed
The Hidden Cost of Manual Entry
Finance teams spend $15-40 processing each invoice manually: downloading the PDF, opening QuickBooks, typing vendor details, entering amounts, and double-checking for typos. At 100 invoices per month, that is up to $4,000 in labor costs alone.
1-4%
error rate
Errors That Cascade
Manual data entry has a 1-4% error rate. A wrong amount or mistyped reference number creates reconciliation headaches, delayed payments, and audit flags. Each error takes 15-30 minutes to investigate and correct in QuickBooks.
15-25h
per month
Time That Could Go to Analysis
Finance teams spend 15-25 hours per month on data entry: downloading PDFs from email, switching to QuickBooks, creating vendors, entering line items. That is time that could go toward cash flow analysis and vendor negotiation.
How It Works
How Gennai Exports Your Invoices to QuickBooks
- 1Step 1
Connect Email + QuickBooks
Connect your Gmail or Outlook account for invoice capture, then authorize QuickBooks Online with one click. Gennai uses OAuth 2.0 and requests only the scopes needed to create bills and attach PDFs.
- 2Step 2
AI Extracts Invoice Data
Gennai scans your inbox automatically for PDF invoices. Advanced AI extracts supplier name, tax ID, amount, currency, date, and invoice number from each PDF, regardless of language or format.
- 3Step 3
One-Click Export to QuickBooks
Select invoices from your dashboard and export to QuickBooks Online in one click. Gennai creates bills, matches or creates vendor records by name, attaches the original PDF, and tracks progress in real time.
What Gets Exported to QuickBooks
Every invoice Gennai extracts is mapped to the exact QuickBooks bill fields. No manual data entry, no copy-paste.
BillGennai also attaches the original PDF to each QuickBooks bill, so your team can verify source documents directly from QuickBooks. Learn more
Built for Accounts Payable Teams
Every feature designed to eliminate manual work and prevent errors in your QuickBooks accounting.
Smart Vendor Matching
Gennai searches QuickBooks vendors by display name. If no match exists, it creates the vendor automatically with the extracted details. Vendors are cached during export to minimize API calls.
Automatic Bill Creation
Each invoice becomes a bill in QuickBooks Online with correct amounts, dates, currency, and reference number. Bills are ready for your team to review before scheduling payment.
PDF Attachment
The original PDF is attached to each QuickBooks bill automatically. Your team can verify source documents directly from QuickBooks without switching tools.
Multi-Currency Support
Invoices are exported in their original currency. QuickBooks Online Plus and Advanced support multi-currency natively, and Gennai maps currencies automatically.
Duplicate Prevention
Gennai checks if an invoice was already exported before sending it again. Two-level deduplication ensures no duplicate bills are created in QuickBooks.
Real-Time Progress & Cancel
Track export progress in real time from your dashboard. See how many invoices have been processed, how many succeeded, and cancel at any point if needed. Export up to 500 invoices per batch.
The Complete Pipeline: Email to QuickBooks
Gennai sits between your inbox and your accounting software. Invoices flow automatically from email to QuickBooks with no manual steps.
GmailYour inbox
OutlookYour inbox
QuickBooksBills + Vendors + PDFsWorks with Every QuickBooks Online Plan
Gennai’s QuickBooks integration works across all QuickBooks Online plans. Connect once, export forever.
All QuickBooks Online Plans
- QuickBooks Online Simple Start
- QuickBooks Online Essentials
- QuickBooks Online Plus
- QuickBooks Online Advanced
Global Coverage
- United States, Canada (primary markets)
- United Kingdom, Australia
- Multi-currency support (Plus & Advanced)
- 100+ invoice languages supported
Frequently Asked Questions
How does the QuickBooks export work?
Select the invoices you want to export from your Gennai dashboard, click the ERP export button, and choose QuickBooks. Gennai creates a background job that processes each invoice: it finds or creates the vendor in QuickBooks, creates a bill with the extracted data, and attaches the original PDF. You can track progress in real time and cancel at any point.
What QuickBooks permissions does Gennai need?
Gennai connects via OAuth 2.0 and requests accounting permissions to create bills, manage vendors, and attach files. Gennai cannot access your bank feeds, payroll, or tax data. You can revoke access at any time from your QuickBooks settings.
Can I cancel an export in progress?
Yes. Every export shows a real-time progress bar with a cancel button. When you cancel, Gennai stops processing new invoices immediately. Invoices already exported to QuickBooks remain there — you can delete them from QuickBooks if needed.
How does multi-currency work with QuickBooks?
Gennai extracts the currency from each invoice and exports it in that currency. Multi-currency is available on QuickBooks Online Plus and Advanced plans. If multi-currency is turned off in your QuickBooks, invoices in another currency are held back with the reason, so a foreign amount is never posted in your home currency.
What happens with duplicate invoices?
Gennai prevents duplicates at two levels. First, it checks its own database to see if an invoice was already exported to QuickBooks. Second, it uses reference numbers to identify potential conflicts, avoiding duplicate bills in your accounting.
How does Gennai match vendors in QuickBooks?
Gennai searches for a vendor by display name. If no match is found, it creates a new vendor with the supplier name extracted from the invoice. Vendor records are cached during batch exports to minimize API calls and speed up processing.
In what status are bills created?
Bills are created as standard QuickBooks bills ready for review. Your team can verify amounts, vendor details, and attached PDFs before scheduling them for payment in QuickBooks.
How do I disconnect QuickBooks from Gennai?
You can disconnect QuickBooks from the Integrations tab in your Gennai dashboard at any time. This revokes the OAuth tokens and stops all future exports. Invoices already exported to QuickBooks are not affected. You can also revoke access from your QuickBooks Online account settings under Connected Apps.
