QuickBooks Online
Connect your QuickBooks Online company and Taxporch keeps it up to date: every invoice you send appears in QuickBooks with the same invoice number, and every payment is recorded against it. You never type an invoice twice.
What syncs
| In Taxporch | In QuickBooks Online | When |
|---|---|---|
| Client (account) | Customer | The first time one of the client's invoices or payments syncs |
| Sent invoice | Invoice, same number, issue date, due date, lines and memo | When you send it, and again when you edit it |
| Voided invoice | The same invoice, voided | When you void it |
| Payment (card, bank, check, cash, other) | Payment linked to the invoice, deposited to the account you choose | When the payment succeeds |
| Prepayment (no invoice) | Unapplied payment for the customer | When you record it |
| Client credit applied to an invoice | Credit memo, applied to that invoice | When you apply it |
| Payment entered in QuickBooks (optional) | Recorded here as "paid elsewhere" | Every 15 minutes |
Drafts stay in Taxporch until you send them. Nothing is ever deleted in QuickBooks, also not when you disconnect.
Not synced: expenses, time entries, QuickBooks Desktop, and changes you make in QuickBooks to invoices that came from Taxporch (the next edit here overwrites them). Refunds are done in Stripe or in QuickBooks directly.
Connect
- Go to Settings > Integrations > QuickBooks Online and click Connect to QuickBooks. Only the firm owner or an admin can do this.
- Sign in on Intuit's page, pick the company and click Connect. We never see your Intuit password.
- You land back on the QuickBooks page. Your items and accounts load in the background; reload after a minute.
Choose where things go
- Default QuickBooks item. QuickBooks needs a product or service on every invoice line. The item decides the income account. Lines without a service use this item.
- Services. Map a Taxporch service to its own QuickBooks item to report it in a different income account, for example "Tax preparation" to *Tax Prep Income* and "Bookkeeping" to *Bookkeeping Income*.
- Create items for me. Tick the box and pick an income account: we create one QuickBooks item per service the first time it is used, named after the service.
- Deposit payments to. Leave it on *Undeposited Funds* if you group deposits in QuickBooks, or pick your bank account.
- Sales tax code. Most tax services are not taxable: choose *Non-taxable* (US) or the code your accountant uses.
- Sync invoices issued on or after. Set to the day you connect. Sync now sends every sent invoice from this date, so pick an older date only if those invoices are not in QuickBooks yet.
Click Save mapping, then Sync now.
Invoice numbers
We send our invoice number (for example INV-0042) as the QuickBooks invoice number. Turn on Custom transaction numbers in QuickBooks (Settings > Account and settings > Sales > Sales form content) so QuickBooks keeps it.
Watching the sync
The QuickBooks page shows the last sync time, a log of recent syncs and a Failed list with QuickBooks' own error message. Common fixes:
- *"Choose a default QuickBooks item"*: save a default item or an income account in the mapping.
- *Throttling or "QuickBooks error (HTTP 503)"*: nothing to do. We retry automatically.
- *A business validation error*: fix the cause (for example a closed books date) and click Re-sync failed.
The client page shows a small "QuickBooks sync errors" counter while one of that client's invoices or payments is failing.
Disconnect and reconnect
Disconnect stops the sync and revokes our access at Intuit. Everything already in QuickBooks stays. If Intuit ends the connection (for example you removed the app inside QuickBooks), the card says Needs attention: click Reconnect. Reconnecting to the same company picks up where it left off; connecting a different company starts fresh.
Security
The connection tokens are encrypted at rest like every other secret in Taxporch. We ask Intuit only for the accounting scope (customers, items, invoices, payments, credit memos). Every connect, disconnect and mapping change is in your firm's audit log.