Connect to QuickBooks Online Data Using the Script Function in Claris FileMaker Pro

Claris FileMaker is a low-code database application development tool that enables users to create custom apps for managing and organizing data. It combines a powerful relational database engine with an intuitive interface, allowing both technical and non-technical users to design and deploy applications across desktop, web, and mobile platforms.

In this article, we'll explore how to use the CData ODBC Driver for QuickBooks Online and FileMaker scripting to connect to QuickBooks Online data.

Getting Started

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Create an ODBC Data Source for QuickBooks Online

If you have not already, first specify connection properties in an ODBC DSN (data source name). This is the last step of the driver installation. You can use the Microsoft ODBC Data Source Administrator to create and configure ODBC DSNs.

QuickBooks Online uses the OAuth authentication standard. OAuth requires the authenticating user to log in through the browser. To authenticate using OAuth, you can use the embedded OAuthClientId, OAuthClientSecret, and CallbackURL or you can obtain your own by registering an app with Intuit. Additionally, if you want to connect to sandbox data, set UseSandbox to true.

See the Getting Started chapter of the help documentation for a guide to using OAuth.

When you configure the DSN, you may also want to set the Max Rows connection property. This will limit the number of rows returned, which is especially helpful for improving performance when designing reports and visualizations.

Connect and Sync QuickBooks Online data with FileMaker Using Scripts

In this section, we walk through the steps to connect live QuickBooks Online data to FileMaker using the CData ODBC Driver for QuickBooks Online and the Script function. During the initial import, FileMaker brings in all data from the external data source. From the second import onward, it updates only the data that has changed in the external source (a differential update). You can also replace the data in the current record order and schedule these differential updates for automated syncing.

You can download and install the latest version of FileMaker Pro for your Mac/Windows/Linux systems from this link.

Connect and sync QuickBooks Online data with FileMaker using scripts

Scripting in FileMaker automates complex tasks and workflows by running a sequence of actions with a single command. By using scripting to integrate with QuickBooks Online, you can automatically connect to, import, update, and replace QuickBooks Online data within your FileMaker applications, streamlining data management and improving efficiency.

First-time importing and adding QuickBooks Online data using script

In this section, we'll use scripts to import QuickBooks Online data into FileMaker by following these steps:

1. Open FileMaker Pro. Navigate to Create from the left panel and select Blank > Create.
👁 Create a new application in FileMaker

2. Enter a filename of your choice and click Save.
3. In the Manage Database window, go to the Tables tab and create or rename the table where you want to display the QuickBooks Online data.
👁 Create or rename existing the table

4. In the Fields tab, create and add the fields you want to use in the table.
👁 Add the necessary fields.

5. In the Relationships tab, add table relationships if there are multiple tables, then click OK.
👁 Add the table relationships.

6. To reopen and modify the table structure, go to File > Manage > Database.
7. Navigate to Scripts > Script Workspace.
👁 Open the Script Workspace.

8. Select New Script to open a new script workspace.
9. From the Steps panel on the right, select Records > Import Records > Insert into Script.
👁 Insert into script from import records.

10. In the Specify Data Source dropdown, choose ODBC Data. 👁 Click ODBC Data from Specify data source.
    
11. Select CData QuickBooksOnline Sys from the Select ODBC Data Source window, and click Continue. Enter your QuickBooks Online credentials and click OK.
👁 Select the data source driver.
👁 Enter the data source credentials to aunthenticate.

12. In the Specify ODBC SQL Query dialog, enter the SQL query in the SQL text editor to import the desired QuickBooks Online data.
👁 Specify the SQL query.

13. Alternatively, select Query Builder to open the SQL Query Builder window. Choose the target table from the Tables section and relevant columns from the Columns section. Click Insert into SQL Query after each selection to auto-generate the query. You can also manually edit the query using WHERE and ORDER BY clauses or the designated tabs. Click OK to finalize the query.
👁 Specify the columns in the table to auto-generate the SQL Query.

14. Click OK.
15. In the Specify import order option, click Specify and enter the QuickBooks Online credentials.
👁 Click Specify.

16. In the Specify Import Order window, define the import order for the target fields you added earlier. Select Add between the source and target fields to insert the QuickBooks Online data as new records in the table. Click Import.
👁 Select

17. The script now appears in the workspace. Click Run to execute the script and process the import.
👁 Click Run to execute the script.

18. FileMaker imports the QuickBooks Online data as a table.
👁 The QuickBooks Online data gets loaded.

Update or Replace Imported QuickBooks Online data Using a Script

After importing the QuickBooks Online data into FileMaker, use scripts to update or replace any changes made in QuickBooks Online by following this process:

1. Go back to the Script Workspace by following the steps mentioned in the earlier section.
2. Select the existing script, click the settings button, choose Specify under Specify Import Order, and re-enter the QuickBooks Online credentials to authenticate.
👁 Click Specify again from the previous script.

3. In the Specify Import Order window, choose Update between source and target to update the imported QuickBooks Online data. This updates the target's found set with QuickBooks Online data values from selected fields when the match fields have the same values. You must define at least one match field in the mapping and select the checkbox Add remaining data as new records. Click Import.
👁 Select
👁 Match at least one field in the mappings.

4. Alternatively, choose the Replace option instead of Update, based on your use case. This replaces the selected fields in the target's found set with QuickBooks Online data in the current record order. Click Import.
👁 Select

5. FileMaker adds the script to the workspace. Click Run to execute the script and process the import query.
6. FileMaker imports the updated or replaced QuickBooks Online data as a table.

Get Started Today

Download a free 30-day trial of CData ODBC Driver for QuickBooks Online to integrate QuickBooks Online data into Claris FileMaker and work with QuickBooks Online data in your FileMaker applications.

Reach out to our Support Team if you have any questions.