Xero and QuickBooks Online integration
Xero and QuickBooks Online, kept in step both ways
CRM Connector syncs Xero and QuickBooks Online both ways: customers, sales invoices, payments and quotes stay the same in both. It fits when your books live in one and a client, a partner or a second company uses the other.
- Official sign in for both
Two way, or one way if you prefer
At a glance
Customers, sales invoices and quotes stay the same on both sides, payments and voids included.
What syncs
- CustomersBoth ways
- Sales invoicesBoth ways
- Quotes and estimatesBoth ways
Good to know
- Lines and totals are set once
They travel on create; later line edits stay where they were made.
- Each keeps its own numbers
A Xero invoice gets the next QuickBooks number unless custom transaction numbers are switched on in QuickBooks.
- Unique Xero contact names
A QuickBooks customer whose name another Xero contact holds is matched only when no email or phone tells them apart; otherwise it gets its own contact, named with its email or phone.
- Payments land on a bank account
A QuickBooks payment lands on a Xero bank account, or on an account with payments enabled when there is none.
- Currencies
An invoice in a currency the other system has not switched on lands in that system's own currency, with the amounts unchanged.
How it runs
Both ways or one way, your choice
Per record type you choose both ways or one way. With both ways on, you pick whether Xero or QuickBooks Online leads when the same record changed in both since the last sync.
Options for Xero and QuickBooks Online
- Only invoices from a date you pick
- Only sent, overdue or paid invoices
- Only invoices and quotes above an amount you pick
- Only accepted quotes
- Everyone, customers only or leads only
Record by record
What syncs between Xero and QuickBooks Online
Which Xero field matches which QuickBooks Online field, and what each change does.
Fields- Contact nameBoth waysCompany name
- First nameBoth waysGiven name
- Last nameBoth waysFamily name
- Email addressBoth waysPrimary email
- PhoneBoth waysPrimary phone
- Street addressBoth waysBilling address
- City, region, postal codeBoth waysCity, state, postal code
- CountryBoth waysCountry
- Is a customerEach works it outHas paid invoices
It happens in Xero, then in QuickBooks Online
A new customer is added
- Looked for in QuickBooks on email, then name.
- Updated when found, created only when nothing matches.
Name, email, phone or address changes
The same change is made to the QuickBooks customer on the next sync.
A field was never filled on one side
Nothing is wiped in QuickBooks: only filled values are sent.
A company name, phone or address part is emptied
Emptied in QuickBooks too, instead of coming back on the next run.
The customer gets their first invoice
QuickBooks works out on its own that this is now a customer.
- QuickBooks sub-customers are not synced as customers of their own: their invoices and estimates land on the top level customer.
FAQ
Questions about Xero and QuickBooks Online?
Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.
Yes. Customers, sales invoices and quotes sync in both directions.
A payment in QuickBooks becomes a real payment on the Xero invoice, and a payment in Xero becomes a linked payment in QuickBooks, always for the amount still owing.
No. Invoices land with exactly the totals of the other system. Tax the source kept outside its lines arrives as one Tax and other charges line.
The edit stays in the system where you made it. Lines travel when an invoice is created; due date and status keep travelling after that.
Ask your AI assistant
Ask ChatGPT or Claude about Xero and QuickBooks Online
CRM Connector works inside ChatGPT and Claude. Ask in plain words and get the answer for your own setup, including a link that opens it ready to start.
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Sign in to Xero and QuickBooks Online, pick which one leads or sync one way, confirm what syncs, and watch the first sync run.