Home Our Success Stories QuickBooks dashboard to find patterns in finance, sales, and forecasts

QuickBooks dashboard to find patterns in finance, sales, and forecasts

Ajay Bidyarthy

September 18, 2021

6483

Client Background

Client: A leading marketing firm in the USA

Industry Type: Marketing

Services: e-commerce, retail business, marketing

Organization Size: 100+

Project Objective

Build a fully Integrated BI Platform in PowerBI using native connectors and APIs(QuickBooks and Airtable) to pull real time data from many sources.

Project Description

For building a fully integrated BI Platform , the data has to come from the following sources to feed it to PowerBI –

· QuickBooks : An accounting software that accepts real-time business payments , manage and pay bills, manage organisation’s deposits/expenses , customers ,and payroll functions. The following data/tables has to be fetched from Quickbooks –

o Customer

o Invoices

o Product & Services

o Payments

o Expenses

o Deposits

o Accounts

o Vendors

o Departments

o Classes

· Airtable : An online database hybrid platform for creating and sharing relational databases with friendly user interfaces. The following databases with multiple data table has to be fetched from Airtable –

o Marketing Data Analytics Base (Google Ads , Facebook Ads)

o Payroll Tracking (Payroll , Hours Log)

This Quickbook and Airtable real time data has to go to the powerBI service (https://app.powerbi.com). Then create useful visualisation and dashboards based on plan and feedback from the executive team. All visuals in dashboards should automatically update without any intervention to make it fully integrated.

Our Solution

Collecting data tables from data sources :

Data Pipeline(QuickBooks to Airtable) – We have built a Data Pipeline in Python that uses quickbooks API(https://pypi.org/project/python-quickbooks/) to get raw data tables from QuickBooks and uses Airtable API (https://api.airtable.com/v0/base_key/Table_name?api_key=YOUR_API_KEY) to write/update data in Airtable. It fetches all the below raw tables after making requests to QuickBooks API –

Customers , Invoices , Expenses , Deposits
Accounts , Departments , Vendors etc.

After getting these raw data tables , pipeline converts it into DataFrame , then writes/updates it into Airtable.

The Pipeline is deployed in a server that runs every night , it fetches the data from QuickBooks API and writes/updates to Airtable.

Airtable to PowerBI – As there is no connector available to sync data from Airtable to PowerBI. We have used pagination using DAX queries to get data from Web Sources i.e. Airtable API. Pagination fetches the data page by page using a source and offset technique set by the Airtable API developers. It successfully fetches all the below bases from Airtable API –

Marketing Data Analytics Data (Google Ads , Facebook Ads)
Payroll Data (Payroll , Hours Log)

Scheduled Refresh : To refresh visualization/dashboard (If incoming data from Airtable API has updated) , set refresh time in powerBI service.

Preprocessing of Data – We have used DAX queries to prepare and process the raw data coming from Airtable like –

Split data , typecast data
Filter data (fill missing values , delete irrelevant rows etc.)
Create visualizations/Dashboards – We have used following techniques to create visualizations –

Used M code queries to extract useful/desired data
Used measure to perform calculations on data
Use a calculated table to create a relationship between two tables.
Used data joining (Union , Intersection) to get desired data

Project Deliverables

Below are the services that we provided to client after completion of this project –

Deployed Data Pipeline : A Data Pipeline connecting QuickBooks to Airtable to sync in the following data tables –

Customers
Invoices
Product & Services
Expense
Deposits
Payments
Accounts
Vendors
Departments
Classes
QuickBooks Data Dashboard : It contains following visualizations –

KPIs –

Total Revenue
Total Spend
Total Profit
Profit Margin
No. of Customer

Line Charts –

Revenue/Expense over days

Bar Charts –

Revenue & Expenses by Businesses
Profit/loss by Businesses
Revenue & Expense by Class
Profit/loss by Class

Pie Chart

Expenses by Category
Paid/Unpaid Invoices

Tables –

[Class , Business , Revenue , Spend , Profit , Profit Margin)
[Customer , Balance , Due(in days)]
[Customer , Balance , OverDue]
[Account , QuickBooks Balance]

Filters/Slicer –

Transaction Date
Business
Class
Marketing Analytics (Facebook Ads) Dashboard –

KPIs –

All Impressions
Total Reach
Total Link Clicks
Average CPM
Amount Spent on Ads
Total Budget
Budget Left

Line Charts –

Avg. Frequency Over Days
Avg. CPC over days
Impressions , Reach and Page Engagement over days
Link Clicks by day and Account Name
Results , Cost per Results over days
Ad set Budget and Amount Spent Over days

Bar Charts –

Ad set Budget and Amount Spent by Account Name

Gauge –

Daily Avg. Links
Count of Ongoing Campaigns

Tables –

Top Compeigns [Account name , Compeign name , Link Clicks , Impressions , Reach , Avg. Frequency , Social Impressions]

Filters/Slicer –

Account name
Date Range
Marketing Analytics (Google Ads) Dashboard –

KPIs –

Total Impressions
Total Clicks
Total Conversions
Total Cost
Daily Avg. Cost
Daily Avg. CTR
Daily Avg. Conversion Rate
Daily Avg. Cost per Conversion

Line Charts –

Clicks and Conversions over days
Avg. CPC over days by Day and Google Ad Account
Clicks per Impressions by Day and Google Ad Account
Impressions by Day and Google Ad Account
Cost by Day and Google Ad Account
Clicks by Day and Google Ad Account

Gauge –

Avg. Daily new Conversions

Pie Chart –

Count of Google Ad Accounts

Tables –

Top Ads [Ad name , Ad Group , Conversions]
[Google Ad Account , Impressions , Clicks , Conversions]

Filters/Slicer –

Date Range
Google Ad Account Name
Payroll Dashboard –

KPIs –

$ Total Payroll
$ Avg. Rate
Count of Invoice
Total Payroll Time (in hrs.)
Avg. TurnArroundTime (in Days)
Total Hours

Line Charts –

Avg. Rate over Days
Avg. daily Pay Amount

Bar Chart –

Payroll time by Employee
$ Payroll by Employee
Hours by Entity
Total hours by Employee

Pie Chart –

Paid/Unpaid Invoices

Tables –

Payroll [Employee , Count of Invoice , Total Due , Paid Before/After Due Date]

Filters/Slicer –

Date Range
Employee name
Entity name

Tools used

PowerBI

Language/techniques used

Python
Pagination

Skills used

Programming in Python
Data Structure & Algorithm
API Integration (QuickBooks , Airtable)
File Handling
PowerBI(with DAX , M code queries)
Data Analytics

What are the technical Challenges Faced during Project Execution?

QuickBooks Refresh Token Expired Issue : As stated in QuickBooks Developer Guide , we need refresh token to access QuickBooks API and it expires after 101 days. But that is not the case , it usually expires within 2 to 4 days depending on how frequently we access the API. In that case our deployed Pipeline does not work if the token expired.
Getting data from Airtable to PowerBI : As PowerBI has no Airtable data source connector to fetch data from Airtable , we did use Web Source connector using Airtable data web links. It only fetches the 1st page that is 100 rows from Airtable base because Airtable API gives only 100 rows/request.
Dynamic Data Source Refresh Issue : As the URL of Airtable bases data changes based on the size of data. PowerBI recognizes it as Dynamic Data Source , hence it gives the error “Dynamic Data Source Refresh Error” in PowerBI Service.

How the Technical Challenges were Solved

QuickBooks Refresh Token Expired Issue : As the token may expire anytime after 2 days , so to resolve this we have added a gui element in Pipeline so that if token expires a pop up will appear asking for a new refresh token , until the consumer enters a valid new token from their QuickBook developer account , a pop up will keep coming and pipeline will be paused. Once the user enters a new token , the pipeline will continue working.

Getting data from Airtable to PowerBI : To resolve this issue , we have used Pagination technique as below –

First request Airtable API with proper URL , api_key and blank_offset (data_url?API_KEY=api_key?OFFSET=blank_offset)
This request returns first 100 rows of data and a new offset value
Now replace the previous offset value with a new offset value in the URL , and again make an API request.
This request will return the next 100 rows of data and a new offset.
Do this until you get a null offset (null offset means , all data has been fetched)

This is how we get all the data of any size from Airtable bases.

Dynamic Data Source Refresh Issue : The above mentioned Pagination technique converts dynamic URLs of Airtable bases data into static URLs. So PowerBI gives no error as it has been converted to a static data source. Now the client can refresh the dashboard manually by clicking the refresh button or can set automatic refresh daily at some given time.