Appearance
QuickBooks Online
Push clients, invoices and payments into QuickBooks so your bookkeeper is not retyping them.
Professional plan, and the workspace has to switch it on: Settings → Integrations → QuickBooks. Both are needed. Upgrading for cost rates is not the same as asking for your invoices to start appearing in an accounting system.
Connecting
Settings → Integrations → QuickBooks → Connect. Intuit asks you to sign in and pick a company, then sends you back.
Connect from the browser you are working in. The handshake is tied to the browser that started it, so starting it in one and finishing it in another is refused.
Choose an item first
Before anything syncs, pick the product or service every invoice line is booked against. The dropdown reads your QuickBooks item list.
This is not optional in practice. A QuickBooks invoice line has to name an item, and the item decides which income account the revenue lands in. Without one QuickBooks picks — quietly — and whatever it picks is where every invoice SimpliWork ever pushes will be filed.
Get this right on day one
A wrong item is invisible until a quarter's revenue turns up under the wrong heading. If you are not sure which one, ask whoever does your books before you sync anything.
Matching clients up
A SimpliWork client and a QuickBooks customer are separate records until you say they are the same one. Three ways:
- Link an existing client to an existing QuickBooks customer.
- Import a QuickBooks customer as a new SimpliWork client.
- Push a SimpliWork client into QuickBooks as a new customer.
Do this before you push invoices. An invoice for an unlinked client has nobody to belong to at the far end.
What syncs, and which way
| Direction | |
|---|---|
| Clients / customers | Both ways, on request |
| Invoices | SimpliWork → QuickBooks |
| Payments | SimpliWork → QuickBooks |
One direction for the money, deliberately. SimpliWork is where the invoice is raised; QuickBooks is where it is accounted for. Two systems both editing the same invoice is how totals stop matching.
Disconnecting
Disconnect revokes the connection at Intuit's end too. The links between clients and customers are kept, so reconnecting later does not mean matching everybody up again.
If the connection lapses
Intuit ends a connection that has gone unused for a long time, and a password change at their end can end it too. When that happens, reconnect from the same screen — it takes about thirty seconds and you will not have to match your customers up again.
You will only be told about it when a push has genuinely been refused, not every time something behind the scenes needs renewing.
A read-only workspace does not sync
If the subscription has lapsed, pushes stop. Nothing is lost and nothing queues up forever — reconnect the plan and sync again.