Goal
Connect QuickBooks Online to Debitura so you can import unpaid invoices and create collection cases from them.
Prerequisites
An active Debitura account (see Getting started with Debitura if you need to sign up)
A QuickBooks Online account with access to the company you want to connect
Permission to authorize third-party applications in your QuickBooks account
The Admin role in your Debitura company. Other users can see connections and view invoices, but only admins can connect, reconnect or remove an integration.
You can see a step-by-step video tutorial below:
Steps
Step 1: Open the Integrations page
Log in to your Debitura account.
Go to the Integrations page.
Select QuickBooks Online from the list of available integrations.
Click Connect to begin the authorization process.
Step 2: Authorize Debitura in QuickBooks
You will be redirected to a QuickBooks login page.
Sign in with your QuickBooks Online credentials.
If you have access to multiple QuickBooks companies, select the company you want to connect.
Review the permissions Debitura is requesting and click Connect to grant access.
You will be redirected back to Debitura. Confirm the integration is active on the Integrations page.
Debitura uses OAuth2 authentication, which means your QuickBooks credentials are never shared with Debitura. The connection uses secure tokens that refresh automatically, so you do not need to reconnect periodically.
Step 3: Open and review your unpaid invoices
Go to Settings > Integrations and click View invoices on your QuickBooks connection. You can also choose Unpaid invoices in the Add case menu.
The Unpaid invoices page lists your unpaid QuickBooks invoices grouped by debtor, and you can also view them invoice by invoice. Search and filters update the counts shown for Ready to review, Missing details, Not due yet and Sent to Debitura.
Wait until the list has finished loading. Rows shown while invoices are still loading are provisional, and you cannot review or start them yet. To work with what has loaded so far, click Stop and use loaded invoices. A stopped or limited list can leave out other invoices from your QuickBooks company - the page tells you when invoices may be missing.
If debtor details are missing or wrong, you can correct supported debtor details - such as name, address, debtor type, email and phone - on the Unpaid invoices page before you start. Corrections apply to that QuickBooks customer's invoices and are not written back to QuickBooks. Corrections you have not yet submitted last only for this visit: refreshing the page discards them. Once you start a case, the corrections you made are kept for that case. Amounts and currency cannot be edited here.
Step 4: Create collection cases
Select the invoices you want to send to collection. Selecting a debtor can select several invoices at once.
Start collection on the selected invoices. Debitura automatically maps QuickBooks data to case fields, and each invoice becomes a separate case - invoices for the same debtor are never combined into one claim.
Ready to review does not mean collection is already allowed. When you start, Debitura checks current collection coverage, your applicable minimum claim amount, required agreements and division access, and reads the invoice from QuickBooks again. An invoice can still be refused at this point, for example if its balance, currency or customer changed in QuickBooks. Each invoice gets its own result, and a refused invoice does not stop other eligible invoices from starting.
If an invoice shows Not confirmed, do not start it again. Check the result of that same request first, and contact support if it stays unclear.
For more details on case creation, see How to create and submit a case.
Field mapping
Debitura automatically maps your QuickBooks invoice and customer data to case fields:
QuickBooks Field | Debitura Field |
Invoice number | Creditor reference |
Invoice date | Case date |
Due date | Case due date |
Balance (remaining amount) | Amount to recover |
Total amount | Original invoice amount (gross) |
Currency | Case currency |
Customer name | Debtor name |
Email address | Debtor email |
Billing address | Debtor address |
Phone number | Debtor phone |
Result
After completing these steps:
Your QuickBooks Online account is connected to Debitura.
You can review your unpaid QuickBooks invoices on the Unpaid invoices page.
Invoices can be converted into collection cases with automatic field mapping.
The connection remains active with automatic token refresh.
Notes and limitations
Unpaid invoices only: Debitura lists QuickBooks invoices that still have a balance above zero, including partially paid ones. The amount to recover is the remaining balance, not the original total: an invoice of 1,000 with 300 already paid is listed with 700 to recover. Fully paid invoices are not imported.
Data validation: Debitura validates that invoices have complete debtor address information, valid currency codes, and proper jurisdiction data before case creation.
No copy of your accounting data: Debitura reads your invoices from QuickBooks and does not keep a lasting copy of them. While you review, a temporary list is held for your visit only. When you start a case, the details of that request - including the reviewed amount and any debtor corrections - are kept with the case.
Why an invoice cannot be started yet
On the Unpaid invoices page, the two most common reasons a QuickBooks invoice cannot be started yet are:
The invoice is not yet past its due date.
The customer record in QuickBooks is missing a complete billing address - street, city, state (for customers in the United States), and country. Debitura needs this information to resolve the debtor's jurisdiction before a case can be created.
If neither the QuickBooks customer nor your Debitura company account has a country set, Debitura falls back to your QuickBooks company's home country. If that is also missing, the invoice is still listed, but with no debtor country or jurisdiction.
Fix: complete the missing address details on the Unpaid invoices page before you start. These corrections are not written back to QuickBooks, and they are discarded if you refresh the page before starting. Alternatively, update the customer's billing address in QuickBooks (add the missing country, and the state if the customer is in the United States), then refresh the list on the Unpaid invoices page - Debitura reads the corrected data from QuickBooks, so no reconnection is needed.
Disconnecting QuickBooks
To disconnect, go to Settings > Integrations, open the menu on the QuickBooks connection, and choose Disconnect from QuickBooks. Disconnecting in Debitura immediately revokes your OAuth grant at Intuit - you do not need to separately remove access from inside QuickBooks. The stored OAuth tokens are cleared from Debitura at the same time. Debitura never stores your QuickBooks credentials and does not keep a lasting copy of your QuickBooks invoices. Cases you already started are not affected.
If you disconnect from inside QuickBooks instead (Apps > Disconnect), Debitura keeps the integration. QuickBooks normally redirects you to a Debitura page that checks the connection: once it confirms that access was revoked, the integration shows Reconnect needed. That redirect isn't guaranteed to fire, though: if it doesn't, Debitura detects the change the next time you open the Integrations page or View invoices for that connection. To restore it, click Connect to QuickBooks on the existing row and authorize the same company again - the integration is restored in place, with no duplicate. Separately, a connection that stops working on its own without you disconnecting it (for example, your QuickBooks password changed or access was revoked another way) is also kept visible and flagged Reconnect needed so you don't lose track of it.
If you reconnect later, you will go through the same OAuth flow and choose a company again.
Troubleshooting
If your integration stops syncing or imports incomplete data, see the integration troubleshooting guide for common fixes including expired tokens, missing permissions, and rate limits.
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