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Unlock Seamless Healthcare Finance: Epic to QuickBooks Integration

Automate your revenue cycle, billing, and accounting with real-time data synchronization between Epic EHR and QuickBooks.

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The Challenge

The Disconnect Between Clinical Care and Financial Health

Healthcare organizations often struggle with a fragmented view of their operations. Clinical data resides in Epic, while financial data is managed in QuickBooks. This siloed approach creates significant operational inefficiencies, financial inaccuracies, and compliance risks.

  • Manual data entry of patient demographics, claims, and payments into QuickBooks.
  • Delayed billing cycles leading to extended Accounts Receivable (AR) days.
  • Inaccurate financial reporting due to reconciliation discrepancies.
  • Lack of real-time visibility into revenue streams tied to clinical services.
  • Increased risk of human error and compliance violations (e.g., HIPAA).
  • Inefficient inventory and supply chain financial tracking.
Integration Diagram
Solution Illustration
The Solution

Your Unified Healthcare Finance Solution with iPaaS

Our AI-powered iPaaS provides a robust, secure, and scalable platform to seamlessly connect Epic and QuickBooks. By automating data flows, harmonizing disparate data, and leveraging intelligent workflows, we transform your healthcare financial operations.

  • Real-time, bidirectional data synchronization for key entities.
  • Low-code/no-code visual workflow builder.
  • AI-driven data mapping and validation.
  • Comprehensive error handling and audit trails.
  • HIPAA-compliant security framework.
Implementation Timeline

Go live with Epic + QuickBooks Enterprise in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Epic and QuickBooks Enterprise, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Epic + QuickBooks Enterprise deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Comprehensive Solution Details

  • Real-time, bidirectional data synchronization for key entities.
  • Low-code/no-code visual workflow builder.
  • AI-driven data mapping and validation.
  • Comprehensive error handling and audit trails.
  • HIPAA-compliant security framework.
  • Scalable, event-driven architecture.

Epic to QuickBooks: Technical Integration Details

Our iPaaS solution facilitates robust, secure, and compliant data exchange between Epic's FHIR APIs and QuickBooks Online's REST APIs. We leverage an event-driven architecture for real-time synchronization, complemented by scheduled batch processes for high-volume or less time-sensitive data.

Data Flow Steps

Connection Setup: Establish secure OAuth 2.0 connections for both Epic (via Open Epic for FHIR) and QuickBooks Online. Store credentials securely.

Trigger Configuration: Define event triggers in the iPaaS. For Epic, this includes listening to FHIR events (e.g., Patient Create/Update, Encounter Finalized, Claim Status Change) or polling specific FHIR endpoints. For QuickBooks, webhooks (if supported for specific events) or scheduled polling for updates.

Data Extraction: Extract relevant FHIR resources (Patient, Appointment, Encounter, Claim, ServiceRequest, etc.) from Epic and financial entities (Customer, Invoice, Payment, Item, Bill) from QuickBooks.

Canonicalization & Transformation: Incoming data is converted into a canonical format. Data transformation rules are applied to harmonize schemas, map identifiers, convert data types, and apply business logic (e.g., calculating totals, applying discounts, standardizing addresses). AI-assisted mapping accelerates this step.

Validation: Data is validated against business rules and target system schema requirements (e.g., QuickBooks' mandatory fields for an Invoice). AI-driven validation detects anomalies.

Action & Write-back: Transformed and validated data is written to the target system via its respective API. For bidirectional flows, updates from QuickBooks can trigger actions in Epic (e.g., updating patient's billing status).

Error Handling & Monitoring: Implement robust error handling (retries, dead-letter queues) and continuous monitoring with alerts for failures or performance bottlenecks.

Data Touchpoints

Epic: Patient, Appointment, Encounter, ServiceRequest, Observation, Claim, Practitioner, Organization, MedicationRequest, Location
QuickBooks: Customer, Invoice, Payment, Item, SalesReceipt, Vendor, Bill, PurchaseOrder, JournalEntry, Account

"Epic (FHIR APIs) <-> iPaaS (Connectors, Visual Workflow, AI Mapping, Transformation, Validation, Error Handling) <-> QuickBooks (REST APIs)"

Pricing

Simple, transparent pricing for Epic + QuickBooks Enterprise.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Innovative & Robust

How Middleware Integration Works

Benefits of Integrating Epic

Integrating Epic fosters greater efficiency and data accuracy. Automate your critical business processes to deliver consistently outstanding results.

Hover over the steps on the right to see detailed integration points.
Data Mapping

Core Entities & Intelligent Data Mapping

The integration focuses on synchronizing key entities that drive both clinical and financial operations. Our iPaaS provides a visual, AI-assisted mapping canvas to ensure accurate and compliant data transfer, handling the complexities of Epic's FHIR resources and QuickBooks' financial schema.

Patient / Customer

Synchronizes patient demographic and contact information from Epic to create or update corresponding customer records in QuickBooks for billing.

Epic Fields

Patient (FHIR: Patient): id, identifier (MRN, SSN), name (GivenName, FamilyName), gender, birthDate, address, telecom (phone, email)

QuickBooks Enterprise Fields

Customer: DisplayName, GivenName, FamilyName, PrimaryEmailAddr.Address, PrimaryPhone.FreeFormNumber, BillAddr.Line1, BillAddr.City, BillAddr.PostalCode

Mapping Notes

Epic 'Patient.name' maps to QuickBooks 'Customer.GivenName' and 'Customer.FamilyName'. 'Patient.identifier' (MRN) can be stored in a custom field or 'Customer.Notes' for cross-referencing. 'Patient.address' maps to 'Customer.BillAddr'. AI assists in fuzzy matching for duplicate detection.

Next Steps

See Epic + QuickBooks Enterprise integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo
Real-World Applications

Integration Use Cases

Explore how the integration behaves in real business scenarios, with clearly defined steps, outcomes, and execution patterns.

Automated Patient Billing & Payment Posting

Streamline the entire patient billing process from Epic to QuickBooks. When a patient encounter is finalized in Epic, an invoice or sales receipt is automatically generated in QuickBooks. Payments received via various channels are then automatically posted and reconciled against outstanding invoices.

Integration Steps:

  1. 0 Trigger: 'Encounter' (FHIR: Encounter) finalizes in Epic.
  2. 1 Data Extraction: Patient demographics, service codes, and charges are extracted from Epic (Patient, ServiceRequest, Observation entities).
  3. 2 Transformation: Data is mapped to QuickBooks 'Customer' (if new) and 'Invoice' or 'SalesReceipt' entities, converting Epic's service codes to QuickBooks 'Items'.
  4. 3 Action: 'Customer' and 'Invoice'/'SalesReceipt' are created in QuickBooks via API.
  5. 4 Payment Trigger: Payment received in external system (e.g., payment gateway, bank deposit) is detected.
  6. 5 Payment Mapping: Payment details are mapped to QuickBooks 'Payment' entity, linking to the original 'Invoice'.
  7. 6 Action: 'Payment' is posted to QuickBooks, applying to the relevant 'Invoice'.

Business Outcome

Faster cash flow, reduced manual reconciliation, improved patient satisfaction with accurate billing, and real-time AR visibility.

Frequency

Real-time for encounter finalization and payment reception.

Business Value

Key Integration Benefits

Discover the strategic advantages and business value of seamless integration between your systems.

Accelerate Revenue Cycle Management
Automate claims processing and payment reconciliation, reducing manual touchpoints and significantly shortening your accounts receivable cycle.
Enhance Financial Accuracy & Compliance
Eliminate manual data entry errors and ensure consistent, compliant data flow between Epic and QuickBooks, critical for HIPAA and financial reporting.
Boost Operational Efficiency
Free up valuable administrative and billing staff from repetitive data tasks, allowing them to focus on higher-value activities and patient support.
Gain Real-time Financial Visibility
Access up-to-date financial data directly linked to clinical activities, empowering faster, more informed decision-making.
Scalable & Future-Proof Infrastructure
Build an integration foundation that grows with your organization, easily adapting to new services, systems, and regulatory changes without custom code.
Reduce IT Backlog & Costs
Leverage low-code/no-code capabilities to empower business users, minimizing reliance on IT developers for integration setup and maintenance.
✨

Accelerate Revenue Cycle Management

25-40% Reduction in AR days

📋 What You Get

Automate claims processing and payment reconciliation, reducing manual touchpoints and significantly shortening your accounts receivable cycle.

💼 Business Impact

This benefit directly contributes to 25-40% improvement in Reduction in AR days, enabling your team to focus on high-value strategic initiatives.

Implementation Timeline

Go live with Epic + QuickBooks Enterprise in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Epic and QuickBooks Enterprise, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Epic + QuickBooks Enterprise deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Technical Documentation

API Endpoints & Data Logic

Technical details for developers and architects.

Method Endpoint Purpose
POST, GET, PUT /api/FHIR/R4/Patient Create, retrieve, or update patient demographic information and identifiers for customer record creation.
POST, GET, PUT /api/FHIR/R4/Appointment Manage patient appointments for scheduling and initial billing triggers.
POST, GET, PUT /api/FHIR/R4/Encounter Record and retrieve patient encounters, serving as a trigger for service billing.
POST, GET /api/FHIR/R4/Observation Record and retrieve clinical observations, lab results, and vital signs, potentially for service billing or cost allocation.
POST, GET /api/FHIR/R4/ServiceRequest Create and retrieve general service requests, including referrals and lab orders, for item/service mapping.
POST, GET /api/FHIR/R4/Claim Submit and retrieve healthcare claims for billing purposes and revenue cycle management.
POST, GET, PUT /api/FHIR/R4/Practitioner Manage practitioner details for vendor records and expense management.
POST, GET, PUT /api/FHIR/R4/Organization Manage organization details for vendor records and external entity tracking.

⚡ Transformation Logic

  • Identifier Harmonization: Map Epic's various identifiers (MRN, NPI) to QuickBooks' CustomerRef, VendorRef, and custom fields, ensuring unique identification.
  • Service Code Translation: Translate Epic's clinical service codes (e.g., CPT, HCPCS) to QuickBooks 'Item' SKUs and associated income/expense accounts.
  • Address Standardization: Cleanse and standardize address formats for consistent records across both systems.
  • Date & Time Formatting: Convert date and time formats to align with each system's requirements.
  • Unit of Measure Conversion: Convert clinical units of measure to financial inventory units where applicable.
  • Status Mapping: Map Epic's clinical statuses (e.g., Encounter.status, Claim.status) to relevant financial statuses or actions in QuickBooks.

🛡️ Error Handling

  • Invalid Data Format: Epic sends a malformed FHIR resource, or QuickBooks expects a different data type.
  • Missing Required Fields: Essential fields for a QuickBooks entity (e.g., CustomerRef for an Invoice) are missing from Epic data.
  • API Rate Limit Exceeded: Too many requests to Epic or QuickBooks APIs, triggering throttling.
  • Authentication Failure: Expired tokens or incorrect credentials.
  • Duplicate Record Creation: Attempting to create a Customer in QuickBooks that already exists (handled by deduplication logic).
  • Business Logic Mismatch: Data passes schema validation but fails a specific business rule (e.g., negative invoice amount).
Pricing

Simple, transparent pricing for Epic + QuickBooks Enterprise.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Support & Information

Frequently Asked Questions

Common questions about integration implementation, security, and best practices.

Technical FAQs

▸ What is the primary method for integrating with Epic EHR and QuickBooks?
The primary method for modern Epic EHR integration involves leveraging its comprehensive suite of FHIR (Fast Healthcare Interoperability Resources) APIs, often accessed through 'Open Epic'. QuickBooks Online primarily uses OAuth 2.0 for its RESTful APIs. Our iPaaS platform orchestrates secure, real-time data exchange using these API standards for both systems.

Benefits FAQs

▸ How does iPaaS enhance Epic and QuickBooks integration capabilities?
An iPaaS platform provides a centralized hub for connecting Epic and QuickBooks with pre-built connectors, visual mapping tools, and orchestration engines. This simplifies complex integrations, enables real-time data flow, facilitates low-code/no-code automation, and ensures scalable, governed interoperability, moving beyond fragile point-to-point solutions.

Use Cases FAQs

▸ Can I automate clinical billing workflows using this integration?
Absolutely. Modern iPaaS solutions, combined with Epic's APIs, enable extensive automation of clinical billing workflows. Examples include automated patient-to-customer creation, real-time claims-to-invoice generation, and intelligent payment reconciliation, all reducing manual effort and accelerating your revenue cycle.

AI Features FAQs

▸ What role does AI play in Epic-QuickBooks integration design?
AI significantly augments Epic-QuickBooks integration by enabling intelligent automation. This includes AI-driven data mapping suggestions, automated anomaly detection for data quality, predictive analytics for operational insights, and autonomous exception handling, leading to more resilient and efficient integration pipelines, especially with complex healthcare data.

Security & Compliance FAQs

▸ How do we ensure data security and HIPAA compliance with Epic and QuickBooks integrations?
Ensuring data security and HIPAA compliance requires end-to-end encryption (data in transit and at rest), strict access controls (OAuth 2.0, least privilege), comprehensive audit trails, and regular security assessments on the iPaaS platform and all integrated endpoints. A signed Business Associate Agreement (BAA) with your iPaaS vendor is also crucial for handling PHI.

Challenges FAQs

▸ What are common challenges when integrating Epic with QuickBooks, and how are they addressed?
Common challenges include managing Epic's complex FHIR data model, harmonizing clinical and financial terminologies, ensuring real-time data consistency, adhering to strict security and compliance regulations (HIPAA), and managing API rate limits. Our iPaaS addresses these through specialized connectors, AI-driven mapping, robust error handling, secure architecture, and intelligent throttling mechanisms.

Customization FAQs

▸ Can I customize the integration workflows without coding?
Yes, our modern iPaaS platforms are built on low-code/no-code principles. They provide visual designers, pre-built connectors, and drag-and-drop mapping tools that allow business analysts and citizen integrators to build and manage sophisticated Epic-QuickBooks workflows with minimal to no coding, accelerating development and reducing IT backlog.

Architecture FAQs

▸ How does an event-driven architecture benefit Epic to QuickBooks integrations?
An event-driven architecture allows systems to react instantly to changes within Epic (e.g., new patient registration, updated lab result, finalized claim) or QuickBooks (e.g., payment received). This enables real-time data synchronization, reduces latency, supports immediate alerts for critical events, and fosters a more responsive, interconnected healthcare financial ecosystem compared to traditional batch processing.
Implementation Timeline

Go live with Epic + QuickBooks Enterprise in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Epic and QuickBooks Enterprise, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Epic + QuickBooks Enterprise deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Pricing

Simple, transparent pricing for Epic + QuickBooks Enterprise.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Next Steps

See Epic + QuickBooks Enterprise integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo