Extend Google Sheets with QuickBooks Data

Interact with QuickBooks data from Google Sheets through macros, custom functions, and add-ons. The CData API Server enables connectivity to QuickBooks data from cloud-based and mobile applications like Google Sheets. The API Server is a lightweight Web application that produces OData services for QuickBooks.

Google Apps Script can consume these OData services in the JSON format. This article shows how to create a simple add-on that populates a Google Spreadsheet with Customers data and, as you make changes, executes updates to QuickBooks data.

Getting Started

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Set Up the API Server

If you have not already done so, download the CData API Server. Once you have installed the API Server, follow the steps below to begin producing secure QuickBooks OData services:

Connect to QuickBooks

To work with QuickBooks data from Google Sheets, we start by creating and configuring a QuickBooks connection. Follow the steps below to configure the API Server to connect to QuickBooks data:

1. First, navigate to the Connections page.
2. Click Add Connection and then search for and select the QuickBooks connection.
3. Enter the necessary authentication properties to connect to QuickBooks.

   When you are connecting to a local QuickBooks instance, you do not need to set any connection properties.

   Requests are made to QuickBooks through the Remote Connector. The Remote Connector runs on the same machine as QuickBooks and accepts connections through a lightweight, embedded Web server. The server supports SSL/TLS, enabling users to connect securely from remote machines.

   The first time you connect, authorize the Remote Connector with QuickBooks. See the "Getting Started" chapter of the help documentation for a guide.

   
4. After configuring the connection, click Save & Test to confirm a successful connection.

Configure API Server Users

Next, create a user to access your QuickBooks data through the API Server. You can add and configure users on the Users page. Follow the steps below to configure and create a user:

1. On the Users page, click Add User to open the Add User dialog.
2. Next, set the Role, Username, and Privileges properties and then click Add User.
3. An Authtoken is then generated for the user. You can find the Authtoken and other information for each user on the Users page:

Creating API Endpoints for QuickBooks

Having created a user, you are ready to create API endpoints for the QuickBooks tables:

1. First, navigate to the API page and then click Add Table .
2. Select the connection you wish to access and click Next.
3. With the connection selected, create endpoints by selecting each table and then clicking Confirm.

Gather the OData Url

Having configured a connection to QuickBooks data, created a user, and added resources to the API Server, you now have an easily accessible REST API based on the OData protocol for those resources. From the API page in API Server, you can view and copy the API Endpoints for the API:

Retrieve QuickBooks Data

Open the Script Editor from your spreadsheet by clicking Tools -> Script Editor. In the Script Editor, add the following function to populate a spreadsheet with the results of an OData query:

function retrieve(){
  var url = "https://MyUrl/api.rsc/Customers?select=Id,Name,CustomerBalance,Type";
  var response = UrlFetchApp.fetch(url,{
    headers: {"Authorization": "Basic " + Utilities.base64Encode("MyUser:MyAuthtoken")}
  }); 
  var json = response.getContentText();
  var sheet = SpreadsheetApp.getActiveSheet();
  var a1 = sheet.getRange('a1');
  var index=1;
  var customers = JSON.parse(json).value;

  var cols = [["Id","Name","CustomerBalance","Type"]]; 
  sheet.getRange(1,1,1,4).setValues(cols);

  row=2;
  for(var i in customers){
    for (var j in customers[i]) {
      switch (j) {
        case "Id":
          a1.offset(row,0).setValue(account[i][j]);
          break;
        case "Name":
          a1.offset(row,1).setValue(account[i][j]);
          break;
        case "CustomerBalance":
          a1.offset(row,2).setValue(account[i][j]);
          break;
        case "Type":
          a1.offset(row,3).setValue(account[i][j]);
          break;
      }      
    }
    row++;
  }
}

Follow the steps below to add an installable trigger to populate the spreadsheet when opened:

1. Click Resources -> Current Project's Triggers -> Add a New Trigger.
2. Select retrieve in the Run menu.
3. Select From Spreadsheet.
4. Select On open.

After closing the dialog, you are prompted to allow access to the application.

Post Changes to QuickBooks Data

Add the following function to post changes to cells back to the API Server:

function buildReq(e){
  var sheet = SpreadsheetApp.getActiveSheet();
  var changes = e.range;
  var id = sheet.getRange(changes.getRow(),1).getValue();
  var col = sheet.getRange(1,changes.getColumn()).getValue();
  
  var url = "http://MyServer/api.rsc/Customers("+id+")";
  var putdata = "{\"@odata.type\" : \"CDataAPI.Customers\",  \""+col+"\": \""+changes.getValue()+"\"}";;
  UrlFetchApp.fetch(url,{
    method: "put",
    contentType: "application/json",
    payload: putdata,
    headers: {"Authorization": "Basic " + Utilities.base64Encode("MyUser:MyAuthtoken")}
  });

}

Follow the steps below to add the update trigger:

1. Click Resources -> Current Project's Triggers.
2. Select buildReq in the Run menu.
3. Select From Spreadsheet.
4. Select On edit.

You can test the script by clicking Publish -> Test as Add-On. Select the version, installation type, and spreadsheet to create a test configuration. You can then select and run the test configuration.

As you make changes to cells, the API Server executes updates to QuickBooks data.