Set up the QuickBooks interface

Confirm the QuickBooks Online company.

imports your QuickBooks Online chart of accounts and tax codes. These provide the account and tax options used when mapping invoices, bills and items. Re‑run the import if tax codes are missing from invoice dropdowns.

Set defaults used when no job/category/item mapping exists:

• Income Account: Default revenue account for invoice income lines.
• Cost of Sale Account: Default account for cost/bill lines.
• Tax on Sales: QuickBooks Online tax code for standard taxable sales.
• Tax on Purchase: QuickBooks Online tax code for purchases you will on‑sell (hidden for US organisations).

You must select Income and Cost of Sale accounts and confirm tax selections before enabling the integration.

Choose when should push client and supplier details to QuickBooks Online:

• Never — No automatic push; new customer/vendor records may still be created when exporting transactions but without full details.
• Only when uploading invoices — Details are created/updated in QuickBooks Online at transaction time (recommended if you want updates only when you export).
• Every time client or supplier details are updated — Pushes changes whenever records are saved; updates may take 15–30 minutes as background queues process.

This is a one‑way sync from → QuickBooks for these details. Email and website are excluded from automated updates.

Control how invoices are exported to QuickBooks:

• Invoice Number Sequence — Choose or QuickBooks numbering. Use QuickBooks to keep a single sequence if you invoice from QuickBooks Online too.
• Invoice Description — Option to include the invoice description as a separate line on the QuickBooks Online invoice.
• Details (level of invoice detail) — Choose how much line detail to send: Individual tasks and costs; Job or miscellaneous invoice total; Phases.
• Task and Cost Options — Toggle inclusion of task descriptions, time sheet notes, cost notes, and whether to show zero‑value tasks/costs.

Configure how Purchase Order receipts are exported as Bills/Vendor Credits:

• Purchase Order Details — Adds PO information as a line on the QuickBooks Online bill when selected.
• Purchase Order Information — Free text plus placeholders ({JobNumber}, {JobName}, {PurchaseOrderNumber}, {PurchaseOrderDescription}) to format the PO details included on the bill.
• Cost Options — Option to include cost notes on exported bills.

After a bill is synced to QuickBooks Online, line edits are restricted by QuickBooks Online — only limited fields (for example dates) can be updated from .