Aircall QuickBooks Integration Guide [2026 Updated]

Integrating your phone system with your accounting software can transform how you track time, manage client records, and handle billing. If you use Aircall for your business calls and QuickBooks for your books, connecting them eliminates manual data entry and reduces the risk of errors. This guide will walk you through the practical steps to sync Aircall with QuickBooks Online, create automated workflows, and improve your financial accuracy.

Why Connect Aircall with QuickBooks?

Connecting your cloud-based phone system directly to your accounting software might not seem obvious at first, but the benefits are significant, especially for service-based businesses like consulting firms, agencies, and legal practices. The primary goal is to bridge the gap between client communication and financial records. This creates a single source of truth and automates time-consuming administrative work.

Here are the biggest advantages of this integration:

• Accurate Time Tracking for Billing: For any business that bills by the hour, manually logging call times is a chore prone to errors. An integration can automatically create a time entry in QuickBooks every time a call with a client ends. This ensures every billable minute is captured accurately without someone having to remember to log it.
• Streamlined Invoicing: Once call data and billable hours are in QuickBooks, generating invoices becomes much faster. You can associate call time directly with specific projects or clients, ensuring your invoices are detailed and precise. This reduces client disputes and speeds up payment cycles.
• Better Customer Records: Linking call activity to customer profiles in QuickBooks provides a richer history of client interactions. When preparing financial reports or reviewing a client’s account, you can see not just their financial transactions but also the communication that led to them.
• Reduced Manual Entry and Errors: Manually transferring information between systems is a major source of mistakes. Automating the flow of data—like call duration, agent notes, and contact information—removes the chance of typos or forgotten entries, leading to cleaner, more reliable books.

Understanding Your Integration Options for 2026

As of 2026, Aircall and QuickBooks do not offer a direct, built-in native integration. This means you can't simply go into your Aircall settings, click "Connect QuickBooks," and be done. Instead, you need to use a third-party automation tool to act as a bridge between the two platforms. Think of these tools as translators that let Aircall and QuickBooks talk to each other.

Here are the common methods for connecting them:

1. Third-Party Automation Platforms (Most Common): Tools like Zapier and Make (formerly Integromat) are the go-to solutions. They offer user-friendly, visual workflows where you can set up "if this happens, then do that" rules without writing any code. For example: "If an Aircall call ends, then create a time entry in QuickBooks." For most small and medium-sized businesses, this is the most practical and cost-effective method.
2. Dedicated Integration Apps: While less common for this specific pairing, some specialized apps in the QuickBooks marketplace might offer a connector for Aircall. These are worth investigating but often provide less flexibility than a platform like Zapier or Make.
3. Custom API Integration: Both Aircall and QuickBooks have robust APIs (Application Programming Interfaces). For large companies with unique workflow needs or developers on staff, building a custom integration is an option. This route offers maximum control and customization but requires significant technical expertise and resources to build and maintain.

For this guide, we will focus on using Zapier, as it offers a great balance of power, flexibility, and ease of use.

How to Connect Aircall and QuickBooks with Zapier: A Step-by-Step Guide

Zapier uses workflows called "Zaps" that consist of a "Trigger" (an event that starts the automation) and one or more "Actions" (the tasks performed in response). We'll set up a Zap that automatically creates a time tracking entry in QuickBooks whenever a call in Aircall is completed.

Prerequisites:

• An active Aircall account (with admin permissions).
• A QuickBooks Online account (admin access is required to connect apps).
• A Zapier account (the free plan may suffice for simple Zaps, but multi-step workflows often require a paid plan).

Step 1: Set Up Your Trigger in Zapier

Your Trigger is the event in Aircall that initiates the workflow. In this case, it's the end of a logged phone call.

1. Log into your Zapier account and click "Create Zap."
2. In the Trigger step, search for and select Aircall.
3. Under "Event," choose the trigger event. A great one for this workflow is "Call Ended." This will run every time a teammate finishes a call. Click "Continue."
4. Zapier will now prompt you to connect your Aircall account. You'll need to sign in and grant Zapier permission to access your call data.
5. Finally, Zapier will ask to test the trigger. It will pull in sample data from recent calls in your Aircall account. Find a recent call from your test and confirm that the data (like call duration, agent name, and timestamp) looks correct. Click "Continue."

Step 2: Define Your Action in QuickBooks

The Action is what you want Zapier to do in QuickBooks once the call ends in Aircall. Here, we'll create a time activity record.

1. In the Action step, search for and select QuickBooks Online.
2. Under "Event," you have several options. For billable hours, the ideal choice is "Create Time Activity." Click "Continue."
3. Connect your QuickBooks Online account. You'll need to authorize Zapier to access your company file.
4. Now, you'll need to map the data from Aircall to the fields in QuickBooks. This is the most crucial step.

Step 3: Map Data Fields Between Aircall and QuickBooks

This is where you tell Zapier how to translate Aircall's data into a useful QuickBooks entry. You will see several fields for the Time Activity in QuickBooks. Your job is to fill them with the dynamic data pulled from your Aircall trigger.

• Name: For this field, you'll want to select the QuickBooks employee that matches the Aircall user who made the call. You can pull the Aircall "User Email" or "User Name" from the trigger step to match it. You may need to have your employee names set up consistently in both systems.
• Customer: This is the QuickBooks customer the time activity should be logged against. You can pull the Aircall "Contact Phone Number" or "Contact Name" to search for the corresponding customer in QuickBooks. A more advanced Zap might include a "Find Customer" step first to handle cases where the contact doesn't exist yet.
• Duration / Hours & Minutes: QuickBooks allows you to enter total minutes or hours/minutes separately. The Aircall trigger provides the "Duration" field in seconds. You may need to add a "Formatter by Zapier" step to convert these seconds into minutes or hours before this step. For simplicity here, if QuickBooks accepts minutes, divide the seconds by 60.
• Description: This is a great place to put extra context. You can map the Aircall "Notes" field here. You could also dynamically assemble a description like: "Phone call with [Contact Name] regarding [Aircall Tags]."
• Billable (/hr): Set this to "Billable" and enter the billable rate for that specific service if applicable.

Take your time with this mapping to ensure the right information ends up in the right place.

Step 4: Test and Activate Your Zap

Once you are happy with your field mapping, click "Continue." Zapier will show you a preview of the data it's about to send to QuickBooks. You can then click "Test & Continue." Check your QuickBooks account to confirm that a new time activity was created exactly as you intended.

If everything looks correct, click "Publish Zap" to turn it on. Now, every time a call ends in Aircall, this workflow will automatically run within minutes, saving you time and keeping your billing records accurate.

Common Issues and How to Troubleshoot Them

Even with a user-friendly tool like Zapier, you might run into issues. Here are a few common ones and how to approach them:

• Authentication Errors: If the connection to Aircall or QuickBooks stops working, it's often due to an expired token or a changed password. Simply reconnect your accounts in the "My Apps" section of Zapier to fix it.
• Data Isn't Showing Up Correctly: The problem is almost always in the field mapping step. Double-check that you're pulling the right data from the Aircall trigger into the right QuickBooks action fields. For example, make sure you mapped the call duration in the correct format (seconds vs. minutes).
• Sync Isn't Instantaneous: Zapier's polling times vary based on your plan. On the free plan, Zaps might run every 15 minutes. If you need near-instant syncing, you may need to upgrade to a plan with faster update times.
• Cost Considerations: While you can start with a free Zapier account, creating multi-step Zaps (e.g., finding a customer before creating the time entry) or using premium app connections requires a paid subscription. Factor this cost into your decision.

Final Thoughts

Connecting Aircall and QuickBooks is a practical way to automate your financial workflows, guarantee accurate time tracking for billable work, and reduce the chance of human error. Using a third-party tool like Zapier, you can build custom connections that fit your exact business needs without requiring extensive technical skills.

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