This page provides you with instructions on how to extract data from QuickBooks and analyze it in Metabase. (If the mechanics of extracting data from QuickBooks seem too complex or difficult to maintain, check out Stitch, which can do all the heavy lifting for you in just a few clicks.)
What is QuickBooks?
QuickBooks is Intuit's accounting software, which is available in both Desktop and Online editions. Targeted at small and medium-sized businesses, it manages payroll, inventory, and sales, and includes marketing tools, merchant services, and training resources.
What is Metabase?
Metabase provides a visual query builder that lets users generate simple charts and dashboards, and supports SQL for gathering data for more complex business intelligence visualizations. It runs as a JAR file, and its developers make it available in a Docker container and on Heroku and AWS. Metabase is free of cost and open source, licensed under the AGPL.
Getting data out of QuickBooks
Sample QuickBooks data
QuickBooks' APIs return XML-formatted data, as in this example.
<IntuitResponse xmlns="http://schema.intuit.com/finance/v3" time="2017-04-03T10:22:55.766Z"> <QueryResponse startPosition="10" maxResults="2"> <Customer> <Id>2123</Id> <SyncToken>0</SyncToken> ... <GivenName>Srini</GivenName> </Customer> <Customer> <Id>2124</Id> <SyncToken>0</SyncToken> ... <GivenName>Peter</GivenName> </Customer> </QueryResponse> </IntuitResponse>
Loading data into Metabase
Metabase works with data in databases; you can't use it as a front end for a SaaS application without replicating the data to a data warehouse first. Out of the box Metabase supports 15 database sources, and you can download 10 additional third-party database drivers, or write your own. Once you specify the source, you must specify a host name and port, database name, and username and password to get access to the data.
Using data in Metabase
Metabase supports three kinds of queries: simple, custom, and SQL. Users create simple queries entirely through a visual drag-and-drop interface. Custom queries use a notebook-style editor that lets users select, filter, summarize, and otherwise customize the presentation of the data. The SQL editor lets users type or paste in SQL queries.
Keeping QuickBooks data up to date
It's great that you've developed a script that pulls data from QuickBooks and loads it into a data warehouse, but what happens when you have new transactions, invoices, and payments?
The key is to build your script in such a way that it can identify incremental updates to your data. Use fields like CreateTime and LastUpdatedTime to identify records that are new since your last update, or since the most recent record you copied. Once you've taken new data into account, you can set up your script as a cron job or continuous loop to keep pulling down new data as it appears.
From QuickBooks to your data warehouse: An easier solution
As mentioned earlier, the best practice for analyzing QuickBooks data in Metabase is to store that data inside a data warehousing platform alongside data from your other databases and third-party sources. You can find instructions for doing these extractions for leading warehouses on our sister sites QuickBooks to Redshift, QuickBooks to BigQuery, QuickBooks to Azure Synapse Analytics, QuickBooks to PostgreSQL, QuickBooks to Panoply, and QuickBooks to Snowflake.
Easier yet, however, is using a solution that does all that work for you. Products like Stitch were built to move data automatically, making it easy to integrate QuickBooks with Metabase. With just a few clicks, Stitch starts extracting your QuickBooks data, structuring it in a way that's optimized for analysis, and inserting that data into a data warehouse that can be easily accessed and analyzed by Metabase.