QuickBooks Online Integration
Required Permission
Manage Company Settings - You must have the Manage Company Settings permission to access this setting.
Sync your Readybuild data with QuickBooks Online to keep your accounting records up to date automatically. This two-way integration synchronizes contacts, projects, invoices, bills, payments, and more.
Overview
The QuickBooks Online integration provides:
- Two-way synchronization of contacts, projects, and vendors
- Invoice and payment syncing across both systems
- Bill and bill payment tracking for vendor expenses
- Field receipt/expense management synced as Purchases
- Credit memo synchronization for customer credits
- Estimate syncing when estimates are sold
- Payroll hours export as Time Activities (manual sync)
- Entity linking to connect existing records between systems
- Match & Link for bulk onboarding of an existing QuickBooks company
- Recurring imports of QuickBooks time activities when time is tracked in QuickBooks rather than Readybuild
- Real-time webhooks for instant updates from QuickBooks
Documentation Sections
| Section | Description |
|---|---|
| Setup | OAuth connection, disconnection steps |
| Configuration | QuickBooks Defaults settings |
| Entity Linking | Manual linking of contacts, projects, vendors |
| Match & Link | Bulk matching and linking of existing QuickBooks records |
| Sub-Customer to Project Conversion | What happens when a sub-customer is converted to a QuickBooks Project |
| Sync Reference | Complete field mappings for all entity types |
| Troubleshooting | Common issues, error handling, FAQ |
Prerequisites
Before setting up the integration, ensure you have:
- An active QuickBooks Online subscription (Plus, Essentials, or Simple Start)
- Administrator access in Readybuild
- Administrator access in QuickBooks Online
- Both systems using the same currency
Quick Start
- Connect your account via OAuth authorization
- Configure defaults for invoice cost codes and payment accounts
- Match & Link existing records in bulk if your QuickBooks company already has history
- Link remaining entities individually to connect anything left over
- Start syncing - changes flow automatically in both directions
Benefits
The QuickBooks Online integration provides:
- Reduced Data Entry: Eliminates duplicate data entry between systems
- Real-Time Sync: Changes push immediately when records are saved
- Webhook Support: QuickBooks notifies Readybuild of changes for instant updates
- Job Costing: Maintains connections between projects, invoices, bills, and payments for accurate job profitability tracking
Important Notes
- Invoices, Payments, and Credit Memos require the
sendToAccountingflag to be enabled before they sync to QuickBooks - Projects sync as "Jobs" in QuickBooks (Customers with Job=true)
- Time Entries sync manually via the time approval interface, not automatically