Setting Up QuickBooks Integration

What the QuickBooks Integration Does

The QuickBooks integration establishes a two-way connection between your CRM and QuickBooks, ensuring seamless data synchronization for your business operations.

CRM to QuickBooks Sync

When you enable this integration, your CRM will automatically create customers in QuickBooks if they have activity in the CRM. For any payment made within the CRM—such as through order forms, subscriptions, membership checkouts, or calendar payments—a corresponding sales receipt is registered in QuickBooks, matched by the contact's email address.

Additionally, when an invoice is marked as sent in your CRM, an invoice is created in QuickBooks. The integration continues to sync updates from the CRM to QuickBooks, including:

• Invoice number
• Status (paid, voided, etc.)
• Issue date
• Due date
• Contact information (created in QuickBooks if not already present)
• Billing email
• Invoice total value
• Invoice amount paid
• Line item names
• Discounts and taxes (adjusted against item price for US subaccounts; synced for other regions)

Note: The integration does not sync existing invoices—only new invoices created after the integration is set up.

QuickBooks to CRM Sync

The integration brings existing contacts from QuickBooks into your CRM and continues to sync new contacts from QuickBooks to your CRM (this process may take up to five minutes).

When QuickBooks shows that a contact's first invoice has been paid in full (balance equals $0), your CRM can automatically send a review request. This feature can be enabled or disabled on the integration card.

You also have the option to import old invoices from QuickBooks to your CRM during the initial connection setup. Please note: changes made to these imported invoices in your CRM will not sync back to QuickBooks, and there is no risk of invoices being reimported in a loop.

How to Integrate QuickBooks

To set up the integration:

1. Navigate to your settings and select Integrations.
2. Click the QB Connect button.
3. Toggle the Import invoices option if you want to import previously created invoices.
4. Enable review automation if desired.
5. Connect and log in with your QuickBooks credentials.
6. Make sure to accept all permissions.

Frequently Asked Questions

What does the QuickBooks integration do?

The integration syncs all existing and new contacts created in QuickBooks into your CRM. It can automatically send a review request when a contact's first invoice is fully paid in QuickBooks (this is optional and can be toggled off). It also registers sales receipts in QuickBooks for payments made in your CRM and creates/updates invoices in QuickBooks when invoices are sent or updated in your CRM.

Will the integration sync existing QuickBooks invoices to my CRM?

Yes—if you enable the Import Invoices toggle during the initial connection, all previously created QuickBooks invoices will be imported into your CRM. Note: changes made to these imported invoices in your CRM do not sync back to QuickBooks. If you do not enable this option, only new invoices created in your CRM after integration will sync to QuickBooks.

How does the integration handle customers that already exist in QuickBooks?

If a customer already exists in QuickBooks with the same email address used in the transaction, the integration updates the existing customer record. For sales receipts, it associates the transaction with the corresponding customer. If no matching email exists, a new customer record is created in QuickBooks.

Are taxes and discounts included in synced invoices?

Yes, the integration ensures that all synced invoices include total amounts, taxes, and discounts for seamless accounting synchronization.

Why isn’t my CRM invoice syncing to QuickBooks?

Invoices created in your CRM will not sync to QuickBooks while they are in Draft status. Only Sent, Pending, or Paid invoices are pushed to QuickBooks. Key points to check:

• Draft invoices do not sync—you must send the invoice for it to appear in QuickBooks.
• Customers must exist in both systems. If the contact does not already exist in QuickBooks, you may need to create them there first.
• Estimates do not auto-create customers in QuickBooks. Accepting an estimate in your CRM does not automatically sync the customer to QuickBooks.

To resolve this, open the invoice in your CRM, click Send (do not leave it as Draft), and confirm the customer exists in QuickBooks. Once sent, the invoice should sync automatically. If it still doesn’t appear, recheck the QuickBooks integration connection.