Two way
Both systems stay the same. Every sync runs from the leading system into the other, then back.
- You pick whether ActiveCampaign or QuickBooks Online leads
- Changes on either side travel
- Nothing bounces back and forth
CRM Connector Platform
Won in ActiveCampaign, ready to send in QuickBooks Online
ActiveCampaign runs your marketing and your deals, QuickBooks Online keeps the books. Contacts stay the same both ways, a won deal becomes a draft invoice, and a estimate you send becomes a deal that follows it. Tags can tell your automations who paid and who is overdue.
- ActiveCampaign API key, official sign in for QuickBooks
- Either system can lead
- 7 day free trial
Contacts both ways, won deals into draft invoices
- Contacts
- Won deals into draft invoices
- Estimates as deals
At a glance. Contacts stay the same, won deals arrive as draft invoices and sent estimates as deals. Below: which field matches which, and what every change does.
Your choice
Two way or one way
Keep both systems identical, or let one feed the other. You decide per record type.
One way
One system feeds the other. Pick ActiveCampaign or QuickBooks Online as the source; the other receives.
- Good for a migration, in either direction
- A read copy for a colleague or partner
- Switch a record type to two way later
Fine tune it:Only deals created from a date you pickOnly deals above an amount you pickEveryone, customers only or leads onlyOnly ActiveCampaign contacts with a tag you pick, on a one way syncEvery 30 minutes up to every 3 days
Record by record
What travels, and what each change does
Pick a record type and the system where a change starts. On the left, which field matches which and when it travels; on the right, what that change does on the other side.
Starts in
Fields- First nameBoth waysFirst name
- Last nameBoth waysLast name
- AccountWhen createdCompany
- EmailBoth waysEmail
- PhoneBoth waysPhone
- Not in ActiveCampaignOnly in QuickBooks OnlineAddress
- TagsOnly in ActiveCampaignNot in QuickBooks Online
- On a won dealEach works it outa paid invoice
It happens in ActiveCampaign, then in QuickBooks Online
A new contact
Looked for in QuickBooks Online on the exact email before a customer is created.
Name, email or phone changes
The same change is made to the QuickBooks Online customer on the next sync.
The company changes later
- Not carried after creation.
- The account is set when the contact is created and a sync never renames it.
- Money tags, off until you switch them on: the ActiveCampaign contact gets "Customer" once the QuickBooks customer paid an invoice, and "Overdue" while one of their invoices is past due. Customer stays once earned, Overdue goes when nothing is past due. Only these tags are added and removed, and tags start ActiveCampaign automations, so check those first.
How a sync runs
One sync, step by step
What happens every time the integration runs, in the order it really happens. Pick which system leads and watch the records move.
Which system leads?
Connections
CRM
Step 1 of 9
Both connections are checked
Credentials for ActiveCampaign and QuickBooks Online are checked and sign in tokens refreshed automatically. If a connection was removed on either side, the integration pauses and you get one message with a reconnect button.
Conflicts
When both sides changed the same record
- For each two way record type you choose whether ActiveCampaign or QuickBooks Online leads. The leading side always runs first in a sync.
- It only matters when the same record changed in both systems between two syncs. Every other change simply travels.
- A record is never moved backwards by a sync: a paid invoice is not reopened, a decided quote is not undecided.
Between two syncs
The phone number of the same contact is changed in both systems
Leading system
+1 415 555 0101+1 415 555 0199Two different values. Run the sync to see which one both systems end up with.
Good to know
What is particular to this pair
What holds for ActiveCampaign or QuickBooks Online on its own is on its own page.
- Check tax on the draft
- Deal values are usually excluding tax, and the invoice carries the value as it is.
- Add tax on the draft before you send it.
FAQ
Questions about ActiveCampaign and QuickBooks Online?
Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.
Contacts, yes: they sync in both directions and you choose which system leads when the same person changed on both sides.
No. A contact the sync creates in ActiveCampaign lands without a list and without tags, so no campaign starts until you add it to one, for example with an automation.
Yes, when you choose the stage rule. A deal won in ActiveCampaign becomes a draft invoice in QuickBooks with one line for its value. It is never sent or paid by the sync, and it is made once per deal.
Yes, once it is sent. It becomes a deal in the first stage of your first pipeline, named Quote and its number. Accepting it marks the deal won, declining it or letting it expire lost, and a closed deal is never reopened. A draft estimate does not travel.
Yes, as an option on the won deal rule. Pick one of your deal stages, for example a Paid stage; once the invoice made from a deal is paid, the deal moves there, once, and stays won. Lost, reopened and other pipeline deals stay put.
Yes, with a switch that is off by default. The contact gets the tag Customer once the QuickBooks customer paid an invoice and Overdue while one is past due, removed once settled. An automation that starts on the tag does the rest. Tags start automations, so switch it on deliberately.
No. ActiveCampaign has no invoices, so invoices and payments stay in your books.
No. Before anything is created in ActiveCampaign or QuickBooks Online, the platform looks for the same record first and updates that one instead. Records synced before stay linked.
The platform notices on the next sync, pauses the integration and sends you one message with a reconnect button. Reconnecting takes one step, and syncing picks up where it left off without creating anything twice.
From every 30 minutes up to every 3 days, depending on your plan. Every plan includes a 7 day free trial.
Ask your AI assistant
Ask ChatGPT or Claude what this pair can do
Add CRM Connector to the assistant you use and ask in your own words. It answers from the same rules the platform runs, and needs no CRM Connector account. For example: “With CRM Connector Platform, what can I sync between ActiveCampaign and QuickBooks Online?”
ChatGPT
Claude
Get started
Ready to connect ActiveCampaign and QuickBooks Online?Start your 7 day free trial
Sign in to ActiveCampaign and QuickBooks Online, pick which one leads or sync one way, confirm what syncs, and watch the first sync run.