Set up QuickBooks integration for billing

Set up the QuickBooks integration so payments, invoices and services transfer automatically from TaxDome to QuickBooks Online.

Note

Only a firm owner can set up or remove the connection.

Before you start using the integration

Things to remember

• Edit and delete in TaxDome, not in QuickBooks. Changing or deleting a synced invoice or payment directly in QuickBooks causes sync errors in TaxDome.
• Records created in QuickBooks won’t appear in TaxDome automatically. If you need a QuickBooks-originated record in TaxDome, add it manually and copy the invoice number from QuickBooks. To suppress the duplicate-number error, see manually handling sync issues .
• Avoid duplicate payments. If you record a payment in QuickBooks and want to mirror it in TaxDome, clear the QuickBooks sync checkbox when creating the payment in TaxDome.

Step 1. Connect to QuickBooks Online

To sync TaxDome and QuickBooks:

1. Go to Settings > Integrations from the left menu bar and switch to the QuickBooks tab. Choose which accounts to sync and the sync date , then click Connect to QuickBooks.

   

2. Enter your QuickBooks credentials, then click Sign in.

   

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

   

Once the connection is established, you’re redirected to TaxDome. Synchronization may take some time, especially if there’s a lot of data. Until the process is completed, the connection button will be disabled.

Step 2. Choose accounts and sync start date

After connecting, you can choose which client accounts to sync to QuickBooks and from which date.

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

   • Sync only accounts with invoices or payments (default): only accounts that have invoices or payments are synced. New invoices and payments automatically trigger the sync for their account.
   • Sync all accounts: every TaxDome account is synced, including accounts without invoices or payments.
   • Sync date: only accounts, invoices and payments dated on or after this date are synced.

2. Click Save. TaxDome accounts begin syncing with QuickBooks.

If you get an error, see manually handling sync issues .

Step 3. Configure sync settings

1. Under the Sync settings section, configure the following:

• Service income account: select the QuickBooks account that new TaxDome services sync to. The default is Uncategorized Income; if that account doesn’t exist in your QuickBooks, line items sync to Sales instead.
• Sync invoice numbers with QuickBooks: when enabled, TaxDome checks the latest invoice number in QuickBooks and continues the sequence when generating new invoices. Edited invoice numbers automatically update in QuickBooks.
• Sync manually created payments with QuickBooks by default: when disabled, manually created payments stay in TaxDome only, preventing duplicate entries if you’ve already recorded them in QuickBooks. You can override this per payment when creating it, or sync and unsync payments manually afterward.
• Sync scheduled invoices: when enabled, scheduled invoices sync to QuickBooks before their issue date is reached.

2. Click Save.

Step 4. Set the deposit-to account

By default, synced payments appear in QuickBooks in the Undeposited Funds account. To deposit them to a different Other Current Asset or Bank account:

1. In the Deposit to account section, toggle on Define ‘Deposit To’ account for payments.
2. Select the default account from the Account for payments dropdown.
3. Click Save.

Step 5. Test the sync

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 .

To verify that the integration is working:

1. Navigate to Invoices from the left menu bar and find the invoice or payment you want to see.
2. For invoices with the Synced status, click the status link. For invoices with the Not synced status, click the three dots and select Sync invoice to QuickBooks. Once the status changes to Synced, click the status link.
3. This opens the invoice in QuickBooks. Compare the invoice amount, number, client, and listed services in TaxDome and QuickBooks to confirm the sync is successful.

If anything doesn’t match or the invoice fails to sync, see manually handling sync issues .

Disconnect from QuickBooks

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

Note

Disconnecting your firm from QuickBooks will be reflected on the Activity feed page.

Reconnect 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.

Warning

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 entries for clients, invoices and payments.

Reference: Sync behavior

Share

Link copied