QuickBooks Online

Needs the QuickBooks integration permission (Admins have it) and a QuickBooks Online company you can sign in to.

Connect

Mappings

Which QuickBooks tax rate and products/services invoice lines use.

• Default tax code and Non-taxable line code (or Use default).
• Tax code per tax profile: map each Quanta tax profile to the QuickBooks code that charges the same tax.
• Product / service per item type: leave an item type on Auto-match by name to link it to a QuickBooks product/service with the same name automatically, or choose a specific product to override. A service that sits under a category works. The Default product or service covers lines whose item type has no mapping and no same-name product.

Save mappings stores them.

Sync settings

What Quanta pushes, and how:

• Invoices → Auto-sync invoices on send. When you send or mark an invoice as sent, push it automatically. Off, use the Sync to QuickBooks action on each invoice.
• Let QuickBooks assign invoice numbers. For companies with custom transaction numbers turned off in QuickBooks. With it on, Quanta keeps sending its own number so the invoice is never left without one.
• Payments → Sync payments to QuickBooks. Each payment recorded in Quanta is applied to the synced invoice in QuickBooks. Turn it off if you record payments in QuickBooks yourself.
• Customers → Auto-create customers. A Quanta client with no QuickBooks customer of the same name is created on first sync. Project sub-customers files single-project invoices under a QuickBooks sub-customer.

Save settings stores them.

Day to day

• Each invoice shows Not synced, Synced, Edited (changed in Quanta since the last push) or Error, and its Actions menu has Create invoice in QuickBooks (Push changes to QuickBooks once it is there) for a manual push. A push also sends any payment on that invoice that never reached the ledger.
• QuickBooks has no draft invoices: anything it holds is in your books. So on an invoice you have not sent, the item reads Mark as sent and create in QuickBooks and does both in one step, without emailing the invoice. Use it when you send invoices from QuickBooks.
• The invoice Memo goes to QuickBooks as the private note.
• Clients match to customers by name; override the match on the client sheet under the accounting link. See Managing clients.

Pull payments into Quanta

For a sent Quanta invoice already linked to QuickBooks, open its ⋯ menu and choose Pull payments from QuickBooks. You need permission to record payments as well as the integration permission.

Quanta imports the payments allocated to that invoice and updates its balance and status. Pulling again skips payments already recorded. If a payment covers several invoices, pull from each linked invoice to bring in its share; Quanta keeps one receipt for the payment.

This action runs when you click it. It does not import invoices created in QuickBooks, automatically check for new payments, or reconcile later edits, deletions, refunds or credit notes. If a payment cannot be imported, its ID and reason stay visible on the invoice; other successful imports are saved.

Disconnect

Disconnect on the Connection card stops all syncing. Reconnecting later asks you to set the mappings again.