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Connect QuickBooks Online and Mailchimp

SOLVEDby QuickBooks44Updated January 13, 2023

Putting your QuickBooks Online accounting data to work with Mailchimp’s marketing tools can increase the impact of your marketing campaigns, speed up your sales, and accelerate your business growth.  Once synced, you can use your QuickBooks data to segment your audience in Mailchimp and create custom messaging to get new customers or re-engage with existing ones.

To get started with the Mailchimp integration, in QuickBooks Online, select Customers & leads, then Marketing. If you don’t have a Mailchimp account, you will need to sign up for one.

Then, we’ll show you how to connect QuickBooks Online and Mailchimp, review your new contacts imported from QuickBooks, and go over what you can do after the integration is set up.

Step 1: Understand the QuickBooks Online and Mailchimp integration

You can connect one QuickBooks Online account to one Mailchimp account. We import customer information from QuickBooks Online to Mailchimp. Here’s what imports for each customer: 

  • Customer name, email, business address, and phone number. 
  • Any transaction and invoice data connected to that customer.

During integration setup, you’ll select the audience you want your QuickBooks customer and invoice data to sync with. Then, when the data syncs, your QuickBooks customers import as new contacts for the audience. The new contacts are tagged in Mailchimp as QuickBooks Online contacts, which makes it easy to identify them for specific marketing efforts.

Find out more about Mailchimp contact types, and the importance of your Mailchimp audience.

Step 2: Connect QuickBooks Online and Mailchimp

Here’s how to set up your QuickBooks and Mailchimp integration:

  1. In your Mailchimp account, select the Integrations icon.
  2. Select  Mailchimp for QuickBooks Online
  3. In the Select an audience field, select the ▼ dropdown.  Then choose the Mailchimp audience you want to sync your QuickBooks Online customers to.
  4. In the Select contact status field, select the ▼ dropdown. Then choose the status that you want for your new QuickBooks contacts.
    • Subscribed contacts have agreed to receive your marketing.
    • Unsubscribed contacts haven't opted into receiving marketing materials.
  5. Select Connect to QuickBooks
  6. Enter your QuickBooks login info in the Email or user ID and Password fields. Then select Sign In
  7. If you have more than one QuickBooks Online account, select your company.  Then select Next
  8. Read the permissions and then select Connect to import your contacts. All future syncs for new customers or transactions will happen automatically. 

Note: because you can only choose one contact status for all your contacts, it may be best to choose Unsubscribed. Then, for contacts you know have agreed to receive marketing, you can resubscribe them in Mailchimp later.

Step 3: Review your imported contacts

After you connect your QuickBooks and Mailchimp accounts and your contacts are synced, you can review both your audience and the newly imported contacts.

  1. In Mailchimp, select the Audience icon.
  2. On the Audience dashboard, review your updated contacts in the Recent growth section.
  3. In the Tags section, you can also review your contacts by how they’re tagged. You’ll see your new QuickBooks contacts tagged as QuickBooks Customers. 

Step 4: Use your new contacts in Mailchimp

After you connect your QuickBooks Online account to Mailchimp, learn how to harness Mailchimp’s marketing tools for your QuickBooks contacts.  You can create an automated email campaign from your QuickBooks dashboard, or send email campaigns to a suggested segment.

Check out how to work with audience segments, how to use classic automations, and how to get started with campaigns.

Disconnect the QuickBooks Online and Mailchimp integration

If you need to disconnect your integration, we’ll show you how. Here’s a few things to keep in mind when you disconnect QuickBooks Online from your Mailchimp account.

  • All customer updates are paused and any order and invoice data that was previously synced is deleted from Mailchimp. 
  • QuickBooks Online customer data will remain as Mailchimp contacts, but won’t sync any new changes from QuickBooks.
  • Any data stored in QuickBooks Online isn’t affected when you disconnect the integration.  

Here's how to disconnect your QuickBooks and Mailchimp integration:

  1. In your Mailchimp account, select the Integrations icon.
  2. Find and select the Mailchimp for QuickBooks Online integration
  3. Select Disconnect.
  4. Confirm your choice to disconnect the integration by selecting Disconnect again.

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