Seamlessly synchronize invoices and transactions from Spacebring with QuickBooks Online to automate revenue accounting management.
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Prerequisites
Have an active Spacebring subscription with an Essential or higher plan and QuickBooks Online account ready.
Create the relevant service in your QuickBooks Online account where invoices and payments from Spacebring will be synced.
Set a tax in your QuickBooks account:
For US-based accounts: Set the tax regardless of the tax rate in Spacebring. The exact tax rate is not passed to QBO from Spacebring 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.
Connect the QuickBooks Online integration
Go to Spacebring > Integrations page by pressing the menu (...) next to the location's name.
Find QuickBooks Online > 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 account to which invoices and payments from Spacebring 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 will remain incomplete, and invoices and payments will not sync to QuickBooks Online.
5. Keep "Invoices" and "Transactions" switches on to synchronize both invoices and transactions.
How invoices are synced to QuickBooks Online
The integration automatically syncs all newly issued invoices to QuickBooks in real time, along with their current status.
If the invoice status updates in Spacebring, it's automatically reflected in QuickBooks.
Once the invoice status changes to "Paid", a corresponding payment for it is created:
Invoices marked as "Paid externally" in Spacebring are also synced and shown as "Paid" in QuickBooks.
What data is synchronized
The integration syncs and matches QuickBooks Online invoices with data from Spacebring:
Data | Sync |
Customer name | Matches the company or user name in Spacebring |
Customer email | - |
Invoice date | ✓ |
Due date | ✓ |
Invoice no. | ✓ |
Service | Based on the option you selected in the “Service” dropdown during integration setup |
Description | Invoice item name in Spacebring |
Qty | ✓ |
Rate | ✓ |
Amount | ✓ |
Tax | Non-US-based account: ✓ US-based account: Synced only if tax is applied in Spacebring. The exact tax rate is not passed to QBO from Spacebring and is defined by your QBO settings. |
Attachment | Invoice PDF |
Status | ✓ |
How invoice statuses and invoice payments are synchronized
The integration syncs the following invoice statuses to QuickBooks Online:
Invoice status in Spacebring | Status in QuickBooks Online |
Unpaid | Due |
Paid | Paid in full |
Voided | Voided |
Notes
If an invoice paid in Stripe was disputed and its status changed from "Paid" to "Unpaid," the status cannot be edited in QuickBooks Online. You can manage the dispute in Spacebring and ask the customer to pay again. For help handling disputed invoices in QuickBooks, contact their support.
If you see an error saying QuickBooks failed to sync an invoice, check our help article for the cause and how to resolve it.
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 Spacebring, 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 Spacebring:
Data | Sync |
Customer name | Matches the company or user name in Spacebring |
Customer email | - |
Sales receipt date | Transaction date |
Service | "Sales" |
Description | Transaction name in Spacebring |
Qty | ✓ |
Rate | ✓ |
Amount | ✓ |
Tax | Non-US-based account: ✓ US-based account: Synced only if tax is applied in Spacebring. The exact tax rate is not passed to QBO from Spacebring and is defined by your QBO settings. |
Attachment | Receipt PDF |
Status | Paid |
Receipt view in Spacebring:
Receipt view in QuickBooks:
Notes
If a booking or purchase is canceled and auto-refunded in Spacebring, the refund and its status won’t sync to QuickBooks Online. For guidance on handling refunded transactions in QuickBooks Online, contact their support.
Disconnect the QuickBooks Online integration
To disconnect QuickBooks Online, follow these steps:
Go to Spacebring > Integrations page by pressing the menu (...) next to the location's name > QuickBooks Online.
Press
Disconnectand confirm your choice.