QuickBooks Online Configuration

Required Permission

Company Setup - You must have the Company Setup permission to access this setting.

After connecting QuickBooks Online, configure your default mappings in the QuickBooks Defaults section.

Accessing Configuration

1. Go to Settings > Integrations
2. Click Configure next to QuickBooks Online
3. Scroll to the QuickBooks Defaults section

Configuration Options

Setting	Description
Invoice Cost Code	The QuickBooks "Products & Services" item used for invoice line items
Default Payment Account	The Bank or Credit Card account for field receipt purchases

Invoice Cost Code

Select which QuickBooks Online "Products & Services" item to use for invoice line items. This maps Readybuild invoice items to the appropriate service/product in QuickBooks.

To configure:

1. Click the Invoice Cost Code dropdown
2. Select the appropriate QuickBooks Products & Services item
3. Click Save

tip

Create a dedicated "Readybuild Invoice" item in QuickBooks if you want to easily identify items synced from Readybuild.

Default Payment Account

Select the default Bank or Credit Card account to use for field receipt purchases (Field Expenses). This determines where expenses are recorded in QuickBooks.

To configure:

1. Click the Default Payment Account dropdown
2. Select the appropriate Bank or Credit Card account
3. Click Save

:::info Account Types The dropdown only displays accounts of type Bank or Credit Card. Other account types will not appear in this list. :::

Pay Type → QBO Service Item Mapping

Below the QuickBooks Defaults table, the Pay Type → QBO Service Item Mapping section lets you map your PTO and holiday pay types (including any custom pay types that use the PTO or holiday identifier) to a QuickBooks "Products & Services" item. Regular and overtime pay types are not listed here — they always route by cost code.

When a time entry is synced to QuickBooks, the Item Reference is determined in this order:

1. The cost code on the time entry, if it has a QuickBooks item mapping.
2. The pay type's configured Service Item — only for PTO and holiday pay types.
3. No Item Reference is sent.

This means non-production hours on PTO and holiday pay types route to the correct wage category in QuickBooks even when the time entry has no cost code. Regular and overtime pay types ignore the pay type mapping and must use a cost code to set an Item Reference.

To configure:

1. In the Pay Type → QBO Service Item Mapping table, find the pay type you want to map.
2. Click the item dropdown and select the appropriate QuickBooks "Products & Services" item (for example, "Non-billable Field Wages" or "Admin Wages").
3. Click Save for that row.

Saving Changes

Each setting saves independently when you select a value and click Save.

Sync Direction Configuration

The Sync Direction section lets you control, per entity type, which direction data flows between Readybuild and QuickBooks Online. Use this to limit what an entity can do — for example, allow projects to sync both ways but stop Readybuild from pushing bills to QuickBooks.

Defaults:

• Existing QuickBooks-connected companies start with every entity set to Two-Way Sync — no behavior change after upgrading.
• Newly connected companies start with every entity set to Disabled until you enable each one explicitly.

Direction Options

Direction	What it does
Disabled	No sync in either direction. Changes in Readybuild are not pushed; webhooks from QuickBooks are ignored.
Two-Way Sync	Changes flow both directions automatically.
Readybuild → QuickBooks	Only outbound sync. Readybuild pushes changes to QuickBooks; inbound webhooks are ignored.
QuickBooks → Readybuild	Only inbound sync. Webhooks from QuickBooks update Readybuild; Readybuild does not push changes back.

Entities

Entity	Notes
Contacts	Customer records.
Vendors	Vendor records.
Projects	Project records synced as sub-customers.
Bills	Bill records.
Field Receipts	Field Receipt / Purchase records. Export-only.
Invoices	Invoice records.
Estimates	Estimate records. Export-only.
Credit Memos	Credit memo records.
Payments	Invoice payment records.
Bill Payments	Bill payment records.
Time Entries	Time entry records. Export-only.

:::info Export-only entities Estimates, Field Receipts, and Time Entries only flow from Readybuild to QuickBooks. Their direction dropdown shows only Disabled and Readybuild → QuickBooks — there is no inbound path for these record types. :::

Configuring a Direction

1. In the Sync Direction table, find the entity row you want to change.
2. Click the Direction dropdown for that row and pick the option you want.
3. Repeat for any other entities you want to change.
4. Click Save Configuration to apply all pending changes.

The Save Configuration button stays disabled until you change at least one row.

:::info When changes take effect Direction changes apply to new sync events only. Records that have already synced are not retroactively re-synced or removed. If you switch a flow from Two-Way Sync to Readybuild → QuickBooks, future inbound webhooks for that entity are ignored — but prior imports stay in Readybuild. :::

Disable All

The Disable All button at the bottom of the table sets every entity to Disabled in one step.

warning

Disable All stops all data syncing between Readybuild and QuickBooks Online. Use this when you need to pause the integration without disconnecting the OAuth connection. You will see a confirmation prompt before the change is applied.

Audit Logging

When a sync event is blocked because the entity's flow is set to Disabled or to a direction that does not allow it, an audit log entry is recorded with the flow key, the direction setting, and the entity details. Use these entries when troubleshooting why a record did not sync.

Next Steps

• Link existing entities to connect pre-existing records
• Review sync reference to understand what data syncs and how