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Accounting and finance

Navan to QuickBooks integration — real-time, two-way sync

Keep Navan and QuickBooks in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.

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Adopted by fast-scaling companies moving mission-critical data in real time

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Why teams connect Navan and QuickBooks

Keep the customer, invoice, and payment records that Navan and QuickBooks share consistent in real time, whether the two systems split your finance stack or one is replacing the other.

Two finance systems in one company usually means one of two setups. Either the systems divide the work, with one issuing invoices or serving a business unit while the other holds the books, or one is on its way out and both must stay accurate during the transition. In both cases, the customer, invoice, and payment records the two systems share start to drift the moment updates are keyed twice or moved by hand.

Stacksync syncs Connect Transactions, Manual Transactions, Bookings, Custom Fields in Navan with Credit memos, Customers, Invoices, Payments in QuickBooks bi-directionally and in real time. A record created or corrected in either system appears in the other within seconds, with field-level mapping and conflict resolution in place of CSV exports and nightly batch jobs.

That matters most at close. When both systems agree on who was billed, what was paid, and what is outstanding, reconciliation stops being a hunt for which copy of the truth is current.

Common use cases

  • 01 Sync Card Transactions and Manual Transactions into Postgres or a warehouse so finance analyzes corporate spend in SQL without manual CSV exports.
  • 02 Push coded expense transactions into an accounting system, then set their ERP sync status in Navan so the same records are not exported twice.
  • 03 Sync invoices and payments between QuickBooks and the CRM so sales sees billing status on the account record.
  • 04 Mirror the chart of accounts and journal entries into a warehouse for consolidated financial reporting.

Common sync patterns

Payment status everywhere

A payment applied in one system updates the matching invoice in the other, so no one chases a balance that was already settled.

Entity or business-unit roll-up

Where each system serves a different entity or unit, sync the shared records so group-level reporting starts from consistent data.

Where Navan issues invoices and QuickBooks holds the books

Invoices and payments recorded on the billing side land in the system of record automatically, so revenue is captured once and correctly.

What you can sync between Navan and QuickBooks

Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.

Navan objects QuickBooks objects How this pairing syncs
Users Employee and cardholder records referenced by every transaction; usually provisioned from an HRIS and used to map spend to people and departments. Purchase orders Procurement documents synced with inventory and ordering systems Users is specific to Navan and Purchase orders to QuickBooks — each maps to any object or custom field on the other side.
Card Transactions Navan physical and virtual card spend; read via GET, then GL codes, cost centers, and ERP sync status are written back per transaction through the transaction update endpoint. Credit memos Adjustments to receivables, needed for accurate revenue syncs Card Transactions is specific to Navan and Credit memos to QuickBooks — each maps to any object or custom field on the other side.
Connect Transactions External and personal card feed matched into Navan; retrieved read-only and coded with custom-field values through the transaction update endpoint. Customers Billing entities kept consistent with CRM accounts and subscription tools Connect Transactions is specific to Navan and Customers to QuickBooks — each maps to any object or custom field on the other side.
Manual Transactions Out-of-pocket reimbursements and payroll submissions; synced for approval and reimbursement, then GL-coded back into Navan. Invoices Receivables created from closed deals or orders and read back for payment status Manual Transactions is specific to Navan and Invoices to QuickBooks — each maps to any object or custom field on the other side.
Bookings Flight, hotel, rail, and car reservations from the Booking API; pulled read-only by createdFrom/createdTo date range for trip and travel-spend reporting. Payments Received funds applied to invoices, synced for revenue reconciliation Bookings is specific to Navan and Payments to QuickBooks — each maps to any object or custom field on the other side.
Custom Fields Company metadata such as cost centers and project codes; discovered via GET and their option lists created or updated via async POST. Bills Payables written in from procurement systems for AP processing Custom Fields is specific to Navan and Bills to QuickBooks — each maps to any object or custom field on the other side.

How changes propagate between Navan and QuickBooks

Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.

Navan QuickBooks Sub-second propagation

DetectionNavan notifies Stacksync of record changes through webhook events. Navan's Expense API supports webhooks for transaction and expense events.

DeliveryEach detected change is written to QuickBooks through its API, with automatic retries and rate-limit backoff.

QuickBooks Navan Sub-second propagation

DetectionQuickBooks pushes changes as they happen — webhook events backed by change data capture. Webhooks for entity change events, plus a Change Data Capture query operation for pull-based deltas.

DeliveryEach detected change is written to Navan through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • Navan: Requests are throttled with HTTP 429 and Navan recommends retrying with exponential backoff; the Expense/Public API must first be enabled per account by Navan.
  • QuickBooks: Subject to per-realm API request limits.
What ships with Navan ⇄ QuickBooks

Connect Navan and QuickBooks for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Navan–QuickBooks connection.

Real-time

Two-way sync

Changes in Navan or QuickBooks instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Navan or QuickBooks data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.

At scale

Event queues

Handle millions of events per minute without losing a single Navan or QuickBooks record.

Observability

Monitoring

Track your Navan ⇄ QuickBooks sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Navan and QuickBooks.

How the Navan and QuickBooks connectors work

Navan

Integration surface
REST (Expense API and Booking API)
Authentication
OAuth 2.0 client-credentials flow; an admin creates a client_id and client_secret under Settings > Integrations and exchanges them at Navan's OAuth token endpoint for a short-lived bearer token that is refreshed on expiry (separate US and EU regional hosts)
Change detection
Navan's Expense API supports webhooks for transaction and expense events; sync engines also poll GET endpoints with date-range and updatedAt filters (createdFrom/createdTo for bookings) to backfill history and reconcile. There is no database-level CDC.
Capabilities
read · write · webhooks
Rate limits
Requests are throttled with HTTP 429 and Navan recommends retrying with exponential backoff; the Expense/Public API must first be enabled per account by Navan.

QuickBooks

Integration surface
REST API (QuickBooks Online)
Authentication
OAuth 2.0
Change detection
webhooks for entity change events, plus a Change Data Capture query operation for pull-based deltas
Capabilities
read · write · CDC · webhooks
Rate limits
subject to per-realm API request limits
How it works

How to connect Navan to QuickBooks — three steps, no code

Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.

  1. 01

    Connect your apps

    Authenticate Navan and QuickBooks with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Navan connected
    QuickBooks connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Navan and QuickBooks objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Navan ⇄ QuickBooks
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    Navan QuickBooks
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Navan and QuickBooks integration FAQ

SECURITY

Security teams trust Stacksync

As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.

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SSO & SCIM

Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.

Alerts

Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.

Secure connection options

Securely connects to your systems with:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 489 integrations available for Navan and QuickBooks.

Popular · 8 of 489
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