Seamlessly synchronize invoices and transactions from your app with QuickBooks Online to automate revenue accounting management.
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Connect QuickBooks Online
Prerequisites
Have an active QuickBooks Online account to integrate it with your app.
Create the relevant service in your QuickBooks Online account to which invoices and invoice payments from the app should synchronize.
Set a tax in your QuickBooks account:
For US-based accounts: Set the tax regardless of the tax rate in your app. The exact tax rate is not passed to QBO from the app and is defined by your QBO settings.
For non-US-based accounts: Set the tax rate to match the one you have in your location. Manage taxes
Invoices and transactions with a tax rate that does not match the tax set in your QuickBooks account will not synchronize for non-US-based accounts.
To connect the QuickBooks Online integration, do the following:
Go to the Locations > Settings page > select QuickBooks Online among integrations and press
Connect.Log in to your Intuit account and connect the company where to sync invoices and transactions.
Select the same QuickBooks Online organization in the "Organization" dropdown.
Select the service in your QuickBooks Online account to which invoices and invoice payments from the app should synchronize in the "Service" dropdown.
Transactions synchronize to the "Sales" service by default.
If no service is selected in the "Service" dropdown, the integration connection is incomplete and invoices and invoice payments will not synchronize to QuickBooks Online.
5. Keep "Invoices" and "Transactions" switches on to synchronize both invoices and transactions from your app to QuickBooks.
How invoices are synced to QuickBooks Online
The integration automatically and in real time sends all newly issued invoices to QuickBooks Online with the relevant invoice status.
If the invoice status changes in the app, it's also automatically reflected in QuickBooks Online.
Once the invoice status changes to "paid", a corresponding payment for it is created.
If the invoice is marked as "Paid Externally", it's synced to QuickBooks Online and reflects a "Paid" status.
What data is synchronized
The integration completes and matches QuickBooks Online invoices with the data available in your app:
QuickBooks Online | Company | User |
Customer | Name | Name |
Customer email | - | - |
Invoice date | ✓ | ✓ |
Due date | ✓ | ✓ |
Invoice no. | ✓ | ✓ |
Service | The one you selected in the "Service" dropdown upon integration connection | The one you selected in the "Service" dropdown upon integration connection |
Description | Invoice item name in the app | Invoice item name in the app |
Qty | ✓ | ✓ |
Rate | ✓ | ✓ |
Amount | ✓ | ✓ |
Tax | Non-US-based account: ✓ US-based account: "Yes" if tax is applied in the app. The exact tax rate is not passed to QBO from the app and is defined by your QBO settings. | Non-US-based account: ✓ US-based account: "Yes" if tax is applied in the app. The exact tax rate is not passed to QBO from the app and is defined by your QBO settings. |
Attachment | Invoice PDF | Invoice PDF |
Status | ✓ | ✓ |
Example of the invoice in the app:
Example of the invoice synchronized to QuickBooks Online:
How invoice statuses and invoice payments are synchronized
The integration syncs the following invoice statuses to QuickBooks Online:
Invoice status in the app | The relevant status in QuickBooks Online |
Unpaid | Due |
Paid | Paid in full |
Voided | Voided |
The invoice status in your app:
The status of the synced invoice in QuickBooks Online:
The payment created for each invoice with the "paid" status:
Notes
If the invoice paid initially with Stripe has been disputed and the invoice status automatically changed from "Paid" to "Unpaid," the invoice status in QuickBooks Online cannot be edited. You can manage disputed payments via your app and request the customer pay for the invoice again. To learn about how to manage the disputed invoices in QuickBooks Online, contact their support.
If you received an error message stating that QuickBooks Online failed to sync an invoice, refer to our article that describes why the error appeared and the necessary steps to follow.
How transactions are synced to QuickBooks Online
The integration automatically and in real time sends all new successfully paid transactions to QuickBooks Online as "Sales Receipts."
If the booking was made with the "External" payment method in the app, it's not synced to QuickBooks Online as a paid transaction.
What data is synchronized
The integration completes and matches QuickBooks Online sales receipts with the data available in your app:
QuickBooks Online | Company | User |
Customer | Name | Name |
Customer email | - | - |
Sales receipt date | Transaction date | Transaction date |
Service | "Sales" | "Sales" |
Description | Transaction name in the app | Transaction name in the app |
Qty | ✓ | ✓ |
Rate | ✓ | ✓ |
Amount | ✓ | ✓ |
Tax | Non-US-based account: ✓ US-based account: "Yes" if tax is applied in the app. The exact tax rate is not passed to QBO from the app and is defined by your QBO settings. | Non-US-based account: ✓ US-based account: "Yes" if tax is applied in the app. The exact tax rate is not passed to QBO from the app and is defined by your QBO settings. |
Attachment | Receipt PDF | Receipt PDF |
Status | Paid | Paid |
Example of the transaction in the app:
Example of the sales receipt synchronized to QuickBooks Online:
Notes
If the booking or purchase was canceled and payment was auto-refunded through the app, the transaction status and the transaction for a refund do not synchronize to QuickBooks Online. To learn how to handle refunded transactions in QuickBooks Online, contact their support.
Using this integration is only available on specific plans.