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📘 QuickBooks Online Integration

The QuickBooks Online integration connects your company’s accounting system to the application, allowing financial data to stay in sync without manual entry.

Once connected, QuickBooks becomes the system of record for accounting-related data, while this application focuses on project, proposal, and operational workflows.

What the QuickBooks Integration Does​

Connecting QuickBooks Online allows you to:

  • Sync customers from QuickBooks into the system
  • Sync products and services used for billing
  • Keep accounting data aligned across platforms
  • Reduce duplicate data entry
  • Maintain clean, consistent financial records

This integration is optional, but strongly recommended if you use QuickBooks for accounting.

Where to Manage the Connection​

QuickBooks is managed from:

Company Settings → Integrations → QuickBooks

From this section, you can:

  • Connect or disconnect QuickBooks
  • Test the connection
  • Run a manual sync
  • Enable automatic nightly syncing

Connecting to QuickBooks​

To connect your company to QuickBooks Online:

  1. Open Company Settings
  2. Scroll to the Integrations section
  3. Locate QuickBooks
  4. Click Connect
  5. Sign in to QuickBooks Online and authorize access

After authorization, you’ll be returned to the application and the connection status will update automatically.

Connection Status​

Once connected, you’ll see a status indicator showing whether QuickBooks is linked.

If connected, additional information may be displayed:

  • QuickBooks Company ID (for reference)
  • Sync options and controls

If not connected, QuickBooks features that rely on accounting data will remain disabled.

Testing the Connection​

Use the Test button to verify that the QuickBooks connection is working correctly.

Testing checks:

  • Authorization status
  • Token validity
  • Communication with QuickBooks Online

A success message confirms the connection is healthy.
If an error appears, reconnecting usually resolves the issue.

Syncing Data​

Manual Sync​

Click Run QuickBooks Sync to immediately sync data.

This is useful when:

  • You’ve recently added or updated customers in QuickBooks
  • You’ve made changes to products or services
  • You want to verify data before invoicing

Automatic Nightly Sync​

You can enable automatic syncing:

  • Sync Customers Nightly
  • Sync Products & Services Nightly

When enabled, these updates run automatically to keep data current with no manual action required.

What Gets Synced​

Depending on your settings, the integration can sync:

  • Customers
  • Products / Services

Invoices, payments, and detailed accounting records remain governed by QuickBooks and are not edited directly by the application unless explicitly designed to do so.

Disconnecting QuickBooks​

To disconnect QuickBooks:

  1. Open Company Settings
  2. Go to Integrations → QuickBooks
  3. Click Disconnect
  4. Confirm the action

Disconnecting:

  • Stops all syncing
  • Does not delete existing data
  • Does not affect your QuickBooks account

You can reconnect at any time.

Common Issues & Notes​

  • If the connection expires, reconnecting will restore access
  • Only one QuickBooks company can be connected at a time
  • Sync options require an active connection
  • QuickBooks permissions control what data can be accessed

If something looks out of sync, running a manual sync is usually the fastest fix.

Best Practices​

  • Connect QuickBooks early during setup
  • Enable nightly syncing to avoid stale data
  • Use QuickBooks as the source of truth for accounting
  • Run a manual sync before major billing actions

Summary​

The QuickBooks Online integration keeps your accounting data aligned while letting this application focus on project and operational workflows.

Think of it as one connection, fewer spreadsheets, and cleaner books.