QuickBooks Online integration

Connect Tidyflow to QuickBooks Online to import clients, services, and tax codes, and to push invoices to QuickBooks.

What syncs?

When QuickBooks Online is connected, Tidyflow can:

• Import Clients
• Import Services
• Import Tax Codes
• Push Invoices from Tidyflow to QuickBooks Online

Payments are not synced in either direction. Payments recorded in QuickBooks Online are not imported into Tidyflow, and payments recorded in Tidyflow, including online payments, are not sent to QuickBooks Online.

How invoices sync to QuickBooks Online

Pushing an invoice to QuickBooks Online goes one way, from Tidyflow to QuickBooks, and you trigger it. Open an invoice, or select several, and choose Send to QuickBooks. Alternatively, set Invoice Sync to Sync to QuickBooks Online under Settings in Billing, and invoices post to QuickBooks automatically as soon as they move to sent, whether you mark them sent, send several in bulk, or email a draft. Emailing an invoice does not by itself post it to QuickBooks unless Invoice Sync is set to Sync to QuickBooks Online. An invoice that has already been sent to QuickBooks is not posted again.

How to connect QuickBooks Online

1. Go to Settings
2. Click Integrations
3. Select QuickBooks Online
4. Click Connect
5. Sign in to QuickBooks
6. Select the correct QuickBooks company
7. Confirm access

Import services from QuickBooks Online

1. Go to Settings and click Integrations
2. Select QuickBooks Online
3. Open the Services tab
4. Select the QuickBooks Online services you want
5. Click Import Services

Each imported service takes its name from the QuickBooks Online item and its Default Rate from the item’s unit price, and is billed Hourly. Services you have already imported show Already imported and cannot be selected again.

The import is a one-time copy, not an ongoing sync. Later changes in QuickBooks Online do not update Tidyflow, and changes in Tidyflow are not sent back to QuickBooks Online. See Services overview for setting up services in Tidyflow.

How invoice lines map to QuickBooks Online items

When Tidyflow pushes an invoice, each line is matched to a QuickBooks Online service item:

• If the line’s service, or the service on its time entries, was imported from QuickBooks Online, the line uses that QuickBooks Online item.
• Otherwise the line uses your Default Service Item.

There is no way to link a service created in Tidyflow to an existing QuickBooks Online item. If matching items matters to you, import your services from QuickBooks Online and use those services in Tidyflow.

Set the default service item for QuickBooks Online

1. Go to Settings and click Integrations
2. Select QuickBooks Online
3. Open the Settings tab
4. Choose a Default Service Item
5. Click Save Settings

If no default is set when an invoice is pushed, Tidyflow picks a QuickBooks Online service item named Services, or the first active service item, and saves it as the default. You can change it at any time.

How to disconnect QuickBooks Online

If you need to reset or switch companies:

1. Go to Settings
2. Click Integrations
3. Open QuickBooks Online
4. Click Disconnect (top right)
5. Save your changes if prompted

This removes the connection from Tidyflow.

You can then reconnect and choose a different QuickBooks company.

Switching to a different QuickBooks company

If the wrong company is connected:

1. Disconnect the current connection
2. Click Connect
3. Log in again and select the correct company

Only one QuickBooks company can be connected per Tidyflow workspace.

Need help?

If you’re running into issues, contact support and include screenshots if possible.