QuickBooks Online integrations

QuickBooks Online keeps the books. Payments from your other systems land as real payments.

CRM Connector keeps QuickBooks Online customers, invoices and estimates the same in the tool you sell from, brings them into Jobber where the work is done, and records payments from your other systems as real QuickBooks payments instead of just changing a label.

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Pairs with 20 systems

Watch

QuickBooks Online in two minutes

See what syncs between QuickBooks Online and your other business systems, and how to set it up.

What syncs

What QuickBooks Online keeps in step

Customers

Both ways
  • Both ways with Xero, HubSpot and the other systems, and one way into Jobber as clients.
  • QuickBooks name rules, unique names and forbidden characters are handled for you.
  • A customer with at least one fully paid invoice counts as a customer for the customers only and leads only filters.

Invoices

Both ways
  • Both ways with Xero, FreshBooks, Zoho Books, FreeAgent and HubSpot.
  • Dates, status and part payments stay in step; QuickBooks keeps its own numbers.
  • One way into Jobber, where a QuickBooks payment settles the Jobber invoice.
  • Stripe, Square, GoHighLevel and Housecall Pro invoices and WooCommerce orders arrive one way, paid ones with a payment.
  • Approved Simpro invoices arrive one way, and payments recorded here go back to Simpro.
  • A won deal or opportunity from a CRM can arrive as a draft invoice for the amount.
  • A completed ServiceM8 job can arrive as an unsent invoice, materials as lines.

Estimates

Both ways
  • Both ways with Xero, Zoho Books and FreeAgent, where accepted or declined follows.
  • Both ways with FreshBooks, where FreshBooks decides the status.
  • Both ways with HubSpot quotes, where HubSpot decides the status.
  • One way into Jobber as a draft quote for the office to send.
  • Or an accepted estimate becomes a Jobber job, ServiceM8 work order, Housecall Pro job or CompanyCam project.
  • A sent estimate can become a HubSpot, Pipedrive, Zoho CRM or ActiveCampaign deal, or a Salesforce or Keap opportunity (Keap on Max Classic).
  • That deal follows it: accepted is won, declined or expired is lost.

Works with

Pair QuickBooks Online with any of these

Pick the second system in the setup wizard. Each tile lists what travels between the two, and How it syncs opens that pair's own page with every field and what is particular to the pairing.

Jobber logoJobberContacts, Invoices, Quotes, Accepted quotes as jobsOne way into JobberInto Jobber: customers, invoices and estimates, and an accepted estimate can become a job.About JobberHow it syncs
Xero logoXeroContacts, Invoices, QuotesCustomers, invoices, payments and quotes both ways, and either system can lead.About XeroHow it syncs
HubSpot logoHubSpotContacts, Invoices, Quotes, Won deals as draft invoices, Quotes as dealsInvoices and quotes both ways with their payments; a won deal becomes a draft invoice and a sent estimate a HubSpot deal.About HubSpotHow it syncs
GoHighLevel logoGoHighLevelContacts, Won opportunities as draft invoices, Invoices from GoHighLevelContacts both ways and GoHighLevel invoices into QuickBooks; a won opportunity can become a draft invoice instead.About GoHighLevelHow it syncs
Square logoSquareContacts, Invoices from SquareCustomers both ways, and Square invoices flow one way into QuickBooks Online.About SquareHow it syncs
Stripe logoStripeContacts, Invoices from StripeStripe invoices land in QuickBooks with their payment, and customers stay in step both ways.About StripeHow it syncs
Housecall Pro logoHousecall ProContacts, Invoices from Housecall Pro, Accepted quotes as jobsCustomers both ways, Housecall Pro invoices into QuickBooks Online with payments, and accepted estimates as jobs.About Housecall ProHow it syncs
ServiceM8 logoServiceM8Contacts, Accepted quotes as jobs, Completed jobs as draft invoicesClients both ways, an accepted QuickBooks estimate becomes a work order, and a completed job a draft invoice.About ServiceM8How it syncs
CompanyCam logoCompanyCamContacts, Accepted quotes as projectsCustomers both ways, and an estimate accepted in QuickBooks Online becomes a CompanyCam project for the crew.About CompanyCamHow it syncs
Pipedrive logoPipedriveContacts, Won deals as draft invoices, Quotes as dealsContacts both ways, a won deal becomes a draft QuickBooks invoice, and a sent estimate a deal that follows it.About PipedriveHow it syncs
FreshBooks logoFreshBooksContacts, Invoices, QuotesClients, invoices and estimates both ways, with part payments topped up by exactly the new amount.About FreshBooksHow it syncs
Salesforce logoSalesforceContacts, Won opportunities as draft invoices, Quotes as opportunitiesContacts both ways, a won opportunity becomes a draft QuickBooks invoice, and a sent estimate an opportunity that follows it.About SalesforceHow it syncs
Zoho CRM logoZoho CRMContacts, Won deals as draft invoices, Quotes as dealsContacts both ways, a won deal becomes a draft QuickBooks invoice, and a sent estimate a deal that follows it.About Zoho CRMHow it syncs
Zoho Books logoZoho BooksContacts, Invoices, QuotesClients, invoices and estimates both ways, and a payment in either is recorded in the other.About Zoho BooksHow it syncs
FreeAgent logoFreeAgentContacts, Invoices, QuotesContacts, invoices and estimates both ways, and a payment explained in FreeAgent reaches QuickBooks for the amount newly paid.About FreeAgentHow it syncs
ActiveCampaign logoActiveCampaignContacts, Won deals as draft invoices, Quotes as dealsContacts both ways, a won deal becomes a draft QuickBooks invoice, and tags can mark who paid and who is overdue.About ActiveCampaignHow it syncs
Keap logoKeapContacts, Won opportunities as draft invoices, Quotes as opportunitiesContacts both ways with Customer and Overdue tags, and on Keap Max Classic won opportunities as draft invoices.About KeapHow it syncs
WooCommerce logoWooCommerceContacts, Orders as invoicesOrders land in QuickBooks Online as invoices, paid ones with a linked payment, and customers stay the same both ways.About WooCommerceHow it syncs
Simpro logoSimproContacts, Approved invoices into the books, Payments back into SimproCustomers both ways, approved Simpro invoices into QuickBooks with your tax codes per line, and payments back to Simpro.About SimproHow it syncs
Google Sheets logoGoogle SheetsContacts, Invoices, QuotesOne way into QuickBooks OnlineCustomers, invoices with their lines and estimates from your sheet land in QuickBooks Online, paid ones with a linked payment.About Google SheetsHow it syncs

Connecting

How QuickBooks Online connects

Official sign in

OAuth

QuickBooks connects with its official sign in. Sign in to CRM Connector, choose Connect in the app, sign in with Intuit, pick the company file, done. Disconnecting also disconnects the app at Intuit's side. An install from the QuickBooks App Store makes QuickBooks the system records go into; an integration that sends from QuickBooks is set up in CRM Connector afterwards.

Sign in to connect QuickBooks Online

What you need

  • A CRM Connector account. Connecting happens inside the app.
  • A QuickBooks Online account with invoicing, and at least one product or service item if invoices will be created in QuickBooks.

You approve access on QuickBooks Online's own sign in page. Your QuickBooks Online password never reaches CRM Connector.

Good to know

How QuickBooks Online behaves

What is true for QuickBooks Online whichever system you pair it with. What is particular to one pairing is on that pair's own page, linked from its tile above.

  • A cleared field stays cleared

    • When a two way contact sync empties a company name, phone or address part in the other system, it is emptied in QuickBooks Online too, instead of coming back on the next run.
    • A field that never held a value is never emptied.

  • Payments are real payments, in full or in part

    • An invoice paid in Xero, HubSpot, FreshBooks, Zoho Books or FreeAgent, fully or in part, becomes a payment recorded against the QuickBooks invoice for exactly the amount newly paid.
    • Never double counted.

  • Nothing gets overwritten by accident

    Updates only send the fields that changed, and the platform reads every record before writing it, so a change someone just made in QuickBooks is never lost.

  • Old inventory invoices and estimates

    • QuickBooks locks an invoice or estimate dated before the inventory start date of its product.
    • Such an invoice keeps the dates and sent state QuickBooks already has, and such an estimate keeps the status and sent state it has.
    • Everything else keeps syncing without an error.

  • Voided cannot be reopened

    • QuickBooks cannot un-void an invoice; reopen a voided one in QuickBooks itself.
    • When QuickBooks refuses a void, the invoice stays and nothing loops back and forth.
    • An invoice with a recorded payment is never voided by the sync.
    • That would turn the money into an unapplied credit, so it stays your decision.

  • Drafts stay drafts

    • QuickBooks has no draft status, so an invoice or estimate that was never emailed or printed counts as a draft, even after its due date has passed.
    • The sync never sends or posts a draft in another system.

  • Deleted customers are left alone

    • QuickBooks refuses every invoice and estimate for a customer deleted in QuickBooks.
    • Such a record is skipped with that reason instead of failing.
    • Make the customer active again in QuickBooks and it syncs with its next change, or with a Full sync.

FAQ

Questions about QuickBooks Online?

Answers about QuickBooks Online itself. Duplicates, deletions, a dropped connection, how often a sync can run and custom fields are explained once, for every system, on How syncing works.

How syncing worksQuickBooks MCP for ChatGPT and ClaudeStill not sure? Contact us

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Sign in to QuickBooks Online and the system you want to pair it with, confirm what syncs, and watch the first sync run.

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Every systemWhat syncs with what, per system, in plain words.Plans and billingFour plans from $29.99, billed monthly or yearly through Stripe.