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How do I connect QuickBooks

3 min read

Connect your QuickBooks Online company once, and Servinix sends your customers, invoices and payments to QuickBooks for you. You sign in to QuickBooks and approve the connection. Servinix does the rest.

Before you start

  • You need an Admin role in Servinix. See Configure integrations.
  • You need a QuickBooks Online login for the company you want to connect. Servinix supports US QuickBooks companies at this time. QuickBooks Desktop and Xero are not available yet.
  • A QuickBooks company can be connected to one Servinix account at a time. If it is already connected to another account, disconnect it there first.
  • If you take card payments through Stripe, turn off Stripe's own QuickBooks sync first. Both would send the same payments and create duplicate entries. In Stripe, go to Dashboard → Settings → Integrations → QuickBooks → Disconnect.

Steps

  1. In Servinix, go to Settings → Integrations → Accounting.
  2. If Servinix shows that Stripe is pushing payment data to QuickBooks, confirm that you turned off Stripe's QuickBooks sync. Select I confirm Stripe's QuickBooks sync is disabled.
  3. Select Connect QuickBooks. A QuickBooks sign-in window opens. If your browser blocks the window, Servinix takes you to the QuickBooks sign-in page in the same tab.
  4. Sign in to QuickBooks, choose your company and approve the connection.
  5. Wait for the window to close. Servinix returns you to the Accounting page.
  6. If Servinix offers Welcome. Import your data?, select Import Now to bring in your existing QuickBooks customers and products. Select Skip for Now to do it later from Import Data.

Result / verify

The Accounting page shows QuickBooks Online with your company ID and a Last sync time. If the connection did not work, Servinix shows a QuickBooks was not connected message and the page still offers Connect QuickBooks. See QuickBooks didn't connect: what the connection messages mean.

What syncs

Servinix sends three things to QuickBooks: customers, invoices and payments. Products are added to QuickBooks on the first invoice that uses them. Data goes one way, from Servinix to QuickBooks. Once connected, Servinix is the source of truth for your accounting data.

To choose what syncs, open Sync Settings on the Accounting page. There you can turn customers, invoices and payments on or off, pick your income and deposit accounts, and choose how sales tax is handled. Use Sync All to send anything waiting right away. To check that paid invoices reach QuickBooks as paid, see Make sure paid invoices show as paid in QuickBooks.

Reconnect or disconnect

  • If the connection expires, the page shows Needs Reconnection. Select Reconnect QuickBooks and sign in again. If you reconnect the same company, your sync settings carry over.
  • To stop syncing, open Sync Settings and use Disconnect QuickBooks under Danger Zone. Anything already in QuickBooks stays there, and reconnecting the same company later picks up where it left off without a new import.

Troubleshooting

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