Integration Services
We connect QuickBooks to the system your business runs on, so the books keep themselves up to date.
QuickBooks keeps the books while your own system keeps the work, whether that is orders, stock, jobs or subscriptions. We build the link so records move by themselves in the direction you chose. QuickBooks is strict about what it will accept, and most of the work is making sure it never receives something it will refuse.
Most of this work arrives as part of a wider build, so if the system on the other side does not exist yet, we write that too. That side of it is covered on our CRM and ERP development page.
Somebody spends their week copying what already exists in one system into another one.
Small differences in how a name was typed leave three records where there should be one, and the balance is split across them.
Each invoice is coded manually, so the same product ends up under different tax treatment depending on who entered it.
Reconciliation starts with an export and ends with a list of differences nobody can explain.
| Record | Direction | How It Is Handled |
|---|---|---|
| Customers and vendors | Both ways | Matched on the QuickBooks id we store, never on a display name, which is what stops duplicates appearing. |
| Invoices | Your system to QuickBooks | Every line references an item, an income account and a tax code that already exist. Nothing is invented at the moment of posting. |
| Bills and expenses | Your system to QuickBooks | Posted against the vendor with the expense account decided by the mapping. |
| Payments | Both ways | A payment taken in your system reaches QuickBooks, and one recorded in QuickBooks comes back so your screens agree. |
| Items and services | Either way, decided once | Each one carries its income account and tax code. Agreed before the first invoice. |
| Chart of accounts and tax codes | QuickBooks to your system | Read and cached so your system offers only what QuickBooks will take. |
| Credit memos and refunds | Your system to QuickBooks | Applied against the original invoice rather than left unallocated. |
This is the starting point rather than a fixed list. The final version is agreed with you and written into the scope before the build begins.
QuickBooks Online is a cloud service with a modern API. QuickBooks Desktop is a program on a computer that needs a connector running beside it. They share a brand and a spreadsheet layout, and almost nothing else. Which one you have changes the whole shape of the work.
QuickBooks refuses an update that does not quote the record version it is currently on. If two changes race each other, the second is rejected rather than silently overwriting the first. That is a good rule, but an integration that ignores it fails intermittently and looks haunted.
Send an invoice update with only the fields you changed and QuickBooks can clear the rest. The safe pattern is to read the current record, change what needs changing and send it back whole. Getting this wrong quietly empties fields nobody was looking at.
An invoice line pointing at an item, account or tax code that is not there is refused outright. So the order of operations matters, and the mapping has to be complete before a single transaction moves.
Pulling everything on a schedule works for a month and then starts timing out. We sync only what changed, using change tracking and webhooks, so the volume does not grow with your history.
This decides the technology, the effort and what is possible at all, so it is the first question rather than a detail.
Which records, which direction, and which side wins in a disagreement. Delivered as a written mapping with accounts, items and tax codes named.
Development runs against a QuickBooks sandbox, not your real books. Nothing reaches the live company until you have seen it work.
We post real cases and your bookkeeper reconciles them. It goes live when they agree with the numbers.
Yes, but they are different jobs. Online connects over the internet. Desktop needs a connector running next to the installation, which brings questions about that machine being switched on. We would rather say this at the start than halfway through.
No, because matching is done on the QuickBooks id we store rather than on names. Cleaning up any duplicates you already have is a separate piece of work we can quote on.
No. You authorise the connection from inside your own account and can revoke it there at any time. We never hold your login.
Tax codes are read from QuickBooks and mapped to your products once, so the same product is always treated the same way. Which code applies where is your accountant’s decision, not ours.
Scope decides it, and so does whether you are on Online or Desktop. We settle what will be built first, then put your own schedule in writing with start and delivery dates.
You own the source code. Once payment is complete, everything produced for the project passes into your company’s ownership. That is written into the agreement before work starts, alongside the scope and the price.
Invoices, contacts and payments between Xero and the system you run on.
Invoices, contacts and payments between Sage and the system you run on.
Orders, items, customers and invoices between NetSuite and the systems around it.
Zoho Books, CRM and Inventory joined to each other and to your own system.
Payments, subscriptions, refunds and payouts between Stripe and your own system.
Card payments, refunds and settlement between PayTabs and your own system.
Send us the system on the other side and what you want moving between them. You get a written scope with the mapping, the timeline and the price before any work starts.
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