## What Syncs Between EasyBiz and QuickBooks
The QuickBooks Online integration keeps your accounting books in step with your sales, with EasyBiz as the source of truth for sales data:
- **Sales going out (EasyBiz → QuickBooks)** — invoices, payments, and sales returns (as credit memos) are pushed to QuickBooks automatically as they happen, in real time.
- **Payments coming in (QuickBooks → EasyBiz)** — if your bookkeeper records a payment in QuickBooks against an invoice that came from EasyBiz, that payment is reflected back on the matching EasyBiz order, so both systems agree on what has been paid.
Keep entering and editing sales in EasyBiz, not in QuickBooks. Edits made to invoice contents directly inside QuickBooks do not flow back into EasyBiz — only payments do.
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## Before You Start
1. **Admin access** to your EasyBiz Console.
2. An active **QuickBooks Online** account with your sign-in details ready. QuickBooks Online is the cloud version — desktop versions of QuickBooks are not supported.
3. Know **which QuickBooks company** you want to link, if your QuickBooks login has access to more than one.
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## Connect Your QuickBooks Account
1. Click the ⚙️ Settings icon in the top-right corner of your EasyBiz Console.
2. Under the **Platform Settings** section, click **Integrations**.
3. Find the **QuickBooks Online** card and click Connect.
4. A dialog titled **Setup Data Sync With QuickBooks** opens. Click Connect to QuickBooks.
5. You are taken to the QuickBooks sign-in page. Sign in, choose the QuickBooks company you want to link, and authorize the connection.
6. You are brought back to EasyBiz. The QuickBooks Online card now shows Sync and Settings buttons — your account is connected.
If your QuickBooks login has access to multiple companies (for example a sample company and your real business), double-check that you pick the correct one on the QuickBooks screen. Connecting the wrong company sends real sales data into the wrong books. Each connection links one QuickBooks company — you can add more later with **Connect another company** on the sync settings page.
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## Set Up Your Sync Mappings
Connecting is only half the job — EasyBiz also needs to know where each piece of sales data should land in your QuickBooks company. Click Settings on the QuickBooks Online card to open the **QuickBooks Sync Settings** page. It has five sections:
| Section | What it controls |
| --- | --- |
| Customer Routing | Which QuickBooks customer each of your EasyBiz sales channels bills to |
| Item & Income Mapping | Which QuickBooks Products & Services (and income account) your sales lines post to |
| Tax Code Mapping | Which QuickBooks tax code each of your GST types maps to |
| Payment Mapping | Which QuickBooks payment method and deposit account each EasyBiz payment method maps to |
| Field Format Settings | How reference fields are formatted on synced records |
Orders only start syncing once **Customer Routing** is set up for the sales channel. If a sales channel has no customer mapping, its orders are not sent to QuickBooks at all — so set this section up first.
The **Payment Mapping** section also has an optional **Default inbound payment method**. This is a catch-all for payments recorded in QuickBooks: when an inbound payment does not match any payment method or deposit account you mapped, EasyBiz uses this default. If you leave it empty, unmatched QuickBooks payments are simply skipped.
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## When Does Data Sync?
- **Automatically, in real time** — the moment a sale is completed, paid, or returned in EasyBiz, the matching invoice, payment, or credit memo is queued for QuickBooks straight away. There is nothing to trigger manually day to day.
- **Manually, for a date range** — to push historical orders (for example, sales from before you finished the mappings), click Sync on the QuickBooks Online card to open the **QuickBooks Sync** page, then click Add Sync Request. Pick the sales channel and the **Sync Date Range**, and submit. The page lists your sync requests and their status.
QuickBooks limits how many requests it accepts per day. A manual sync only starts if enough of the daily quota is still available — if a large sync does not start right away, try again later or split it into smaller date ranges.
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## Check That It's Working
1. Make sure **Customer Routing** is set up for at least one sales channel.
2. Complete a small test sale on that sales channel.
3. Open QuickBooks and confirm a matching invoice appears under the mapped customer, with the amounts and tax you expect.
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## Disconnecting Safely
1. Open the **QuickBooks Sync Settings** page (QuickBooks Online card → Settings).
2. Scroll to the bottom to the **Disconnect QuickBooks company** section and click the red Disconnect button.
3. A confirmation dialog titled **Disconnect QuickBooks** explains what will happen. Confirm to disconnect.
What disconnecting does — and does not — do:
- New syncs stop, and any ongoing sync jobs are cancelled.
- Your mappings are preserved but inactive, so reconnecting later does not mean starting from scratch.
- **Nothing is deleted.** Invoices already in QuickBooks stay in QuickBooks, and your EasyBiz orders are untouched.
If the card ever shows **Reconnect required**, your authorization has expired — click Reconnect and sign in to QuickBooks again. Your mappings are kept.
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## If It Didn't Work
- **Orders are not appearing in QuickBooks** — check that **Customer Routing** has a mapping for that order's sales channel. No mapping means the order is not sent.
- **A sync shows the error "deleted or made inactive in QuickBooks"** — something the sync needed was removed on the QuickBooks side:
- If the **invoice** was deleted in QuickBooks, EasyBiz clears the broken link and creates a fresh invoice on the next sync. Run a manual sync for that date range and check the invoice reappears.
- If a **customer, item, account, or tax code** used by the mapping was made inactive in QuickBooks, reactivate it in QuickBooks (or update your mapping to an active one), then run a manual sync for the affected dates.
- **A payment recorded in QuickBooks is not showing in EasyBiz** — check your **Payment Mapping**. Inbound payments match by payment method or deposit account; unmatched payments are skipped unless you set a **Default inbound payment method**.
- **A manual sync request is not starting** — you may have hit QuickBooks' daily request limit. Wait and try again, or use a smaller date range.
- **The error keeps coming back after a re-run** — contact EasyBiz support with the order number and the error message shown on the sync request.
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## Frequently Asked Questions
- **Is the sync one-way?** Sales data flows one way, EasyBiz → QuickBooks. Payments are the exception: payments recorded in QuickBooks against a synced invoice are reflected back on the EasyBiz order.
- **Can I connect more than one QuickBooks company?** Yes. Use **Connect another company** on the QuickBooks Sync Settings page. Each company keeps its own set of mappings.
- **Will disconnecting delete my synced data?** No. Disconnecting only stops future syncs — existing records stay in both systems.
- **Do I need a specific QuickBooks plan?** You need a QuickBooks Online (cloud) subscription you can sign in to. Desktop versions are not supported.
- **Which system should my staff use day to day?** EasyBiz. Treat EasyBiz as the source of truth for sales, and let the integration keep QuickBooks up to date.
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## What's Next
Make sure your GST setup in EasyBiz matches what your accountant expects before mapping tax codes — see [Setting Up Tax and Rounding Rules](/docs/setting-up-tax-and-rounding-rules). For help inside QuickBooks itself (reports, reconciliation, filing), refer to QuickBooks' own help resources or your accountant — EasyBiz support can assist with connection and syncing issues.