QuickBooks integration (Basic): Connect, sync, disconnect

If you’re used to using QuickBooks Online, link TaxDome to your QuickBooks Online accounts. Once they’re linked, you’ll see all payments and details made through TaxDome in your QuickBooks account. QuickBooks account can be linked only by a firm owner.

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What data is transferred?

Once a QuickBooks connection is set up, the following information from TaxDome will be available in your QuickBooks account:

  • Payment details, such as the transaction date, amount, source and payment ID (here's more on syncing payments).

  • Details of the invoice covered by the payment, such as the amount, ID, line item description, class and location. Invoices paid from a user’s credit balance are also marked as paid in QuickBooks. Recurring invoices will be synchronized within a day of being issued.

  • Details on services added to the invoice (more below).

  • Details of the credit card transaction fee (if any).

  • Details about the customer who made the payment.

  • Sales tax amount. This is currently for US firms that turn on the Automated Sales Tax option on their QuickBooks account; here's more on sending tax amounts to QuickBooks.

  • If you set up class and location tracking in QuickBooks, it will be available in TaxDome while creating an invoice or an invoice template. From that moment on, both the locations and classes of invoices you create in TaxDome will be automatically sent to QuickBooks.

These are the corresponding terms between TaxDome and QuickBooks:

TaxDome QuickBooks
Account Display name
Class Class
Invoice Invoice
Location Location
Payment (Cash, Credit Card) Payment (created in the Undeposited Funds account)
Payment (Promotional Credit) Credit Memo
Payment Processing Fee Expense (created in the account selected in firm settings)
Refund Refund Receipt
Service Product / Service Income Account
Service Rate Sales price / rate
Service Rate Type SKU
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Note!

  • A TaxDome account name should be the same as the QuickBooks display name in order to be automatically matched. You can make them match manually by going to the Info tab of the account's profile and editing the name.
  • TaxDome and QuickBooks invoice amounts are the same. Services included in an invoice are itemized in QuickBooks the same way.
  • A TaxDome and QuickBooks payment amounts are the same, excluding the Stripe/CPA charge fee.
  • When a new account is synced with QuickBooks, an Individual customer type is used by default. However, if this customer type is not set up in your QuickBooks settings, the field is left empty.
  • The payment processing fee is calculated when a client makes a payment.

Connecting to QuickBooks Online

A firm owner can sync TaxDome and QuickBooks in four steps:

1. Go to Settings > Integrations from the left menu bar, select the QuickBooks tab, then click Connect to Quickbooks.

2. Select which accounts to sync and the sync date, then click Continue. For details on each setting, see the first step of the section below.

3. Enter your QuickBooks credentials, then click Sign In.

4. Click Connect to give TaxDome access to your QuickBooks Online data.

Once the connection is established, you’re redirected to TaxDome.

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Note! Synchronization may take some time, especially if there’s a lot of data. Until the process is completed, the connection button will be disabled.

5. Now you can select whether to synchronize your scheduled invoices or not. Click Save.

Which client accounts are synced and on which date?

Once a QuickBooks connection is set up, you can choose the client accounts to be synced and the start date of the sync.

1. Go to Settings > Integrations from the left menu bar, select the QuickBooks tab. You will find three options there:

  • Sync only accounts with invoices or payments (the default option). Only accounts that have invoices or payments will be synced. Once you create an invoice or payment for any account, it will be synced, too.
  • Sync all accounts. All accounts, including the ones that don't have invoices or payments, will be synced.
  • Sync date. Accounts, invoices and payments are synced on or after this date. Invoices and payments issued before this date will not be synced.

2. Click Save. The TaxDome accounts will be synced with QuickBooks. 

If you get an error, you can review and fix it.

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Tip! You can also sync invoices manually and sync or unsync accounts individually.

TaxDome transactions and your QuickBooks bank account

All transactions handled through TaxDome appear in QuickBooks from the moment you turn on the connection. The QuickBooks account where you will find your payments depends on the particular service for which it was created. It can be defined as follows:

  • If you created a service in TaxDome after you integrated TaxDome with QuickBooks, an invoice for this service will appear on the QuickBooks account you set as default in the Service income account section (here's more on syncing services to QuickBooks).
  • If you copied a service from QuickBooks, an invoice for this service will appear on the QuickBooks account, which is set up for it in QuickBooks (Product & Services > Service Name > Edit > Income account)
  • If you created a service in TaxDome before you integrated TaxDome with QuickBooks, that service will be synced once you set up the connection with QuickBooks. An invoice for this service will appear on the QuickBooks account you set as default in the Service income account section.

For details on services sync status, go here

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Note! If payment is moved to the bank account in QuickBooks will be later refunded through TaxDome, and the refund will go to that same bank account.

Navigating to QuickBooks payments from TaxDome

Once your TaxDome and QuickBooks accounts are synced, the data for payments and invoices is automatically transferred to QuickBooks. You may choose not to sync some or all payments -- here's more on syncing payments.

To get information about any transaction sent to QuickBooks, navigate to Invoices from the left menu bar, find the invoice or payment you want to see, then click the Synced status link in the QuickBooks column. The invoice or payment page in QuickBooks will open.

For more info on QuickBooks statuses, see the articles on invoice statuses and payment statuses.

Disconnecting from QuickBooks

To disable syncing with QuickBooks entirely, go to Settings > Integrations from the left menu bar, select the QuickBooks tab, then click Disconnect.

Reconnecting to another account

Once you disconnect from your initial QuickBooks Online account, you may reconnect to the same exact account.

Reconnecting to another account may cause issues. 

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Attention! Connecting to a different account cannot be reversed. All clients, invoices and payments will be resynced with the new account. If you decide to reconnect your initial QuickBooks account after you've connected a different account, you will likely have duplicate entires for clients, invoices and payments.

While connecting to the new account, you will see a notification pop-up. If you are sure to proceed, type AGREE in the text field and click Connect new account.

How do I include Stripe fees on QuickBooks to keep the balance accurate?

This section was moved. See here.

Changing your default currency in QuickBooks

This section was moved. See here.

Manually handling QuickBooks sync issues

This section was moved. See here.

How to sync/unsync accounts to QuickBooks

This section was moved. See here.

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