Before You Start

  • Connect QuickBooks first — see Connecting QuickBooks to EasyBiz . The mapping sections only appear after at least one QuickBooks company is connected.

  • Have your accountant’s preferences handy: which QuickBooks Products & Services item your sales should post to, which tax codes you use, and which bank or deposit account each payment method settles into.

  • Open the page: ⚙️ Settings → Integrations → QuickBooks Online card → Settings . This opens QuickBooks Sync Settings.

1. Customer Routing

This section decides which QuickBooks customer each invoice bills to. Orders from a sales channel only sync after that channel has a customer route — so set this section up first.

  1. Click Add customer route .

  2. In the Sync From part, choose the sales channel the route applies to — your store (POS), online store, or a B2B agent channel.

  3. In the To Contact part, choose a Contact Matching method:

Contact Matching optionWhen to use it
Match by selected contactEvery order from this channel bills to one fixed QuickBooks customer — the usual choice for walk-in/POS sales (e.g. a “POS Sales” customer in QuickBooks)
Auto match by nameEasyBiz finds or creates a QuickBooks customer using the EasyBiz customer’s name
Auto match by emailMatch on the customer’s email address
Auto match by phone numberMatch on the customer’s phone number
Auto match by customer IDMatch on the EasyBiz customer ID
Auto match by billing nameB2B agent channels only — match on the agent’s billing name
  1. Save the route. Repeat for each sales channel you want synced.

For a B2B (agent) sales channel you can also choose whether to sync each individual sales order or the consolidated monthly invoice — pick the shape your accountant reconciles against.

2. Item & Income Mapping

This decides which QuickBooks Products & Services item your sales lines post to — and, through the item, which income account.

  • Add a rule per line-item type or per sales channel, and pick the QuickBooks Item it should post as.

  • Set the Default QuickBooks item as the fallback for anything without a specific rule.

Most shops keep this simple: one “Sales” item for everything, or one item per business line (for example “Laundry Income” and “Retail Sales”) when the accountant wants revenue split in the P&L.

3. Tax Code Mapping

This decides which QuickBooks tax code each of your EasyBiz GST types maps to.

  • Add a row per GST code you use in EasyBiz and choose the matching QuickBooks Tax Code.

  • The All Other GST Codes row is a catch-all for anything you did not map explicitly.

Get these right before the first sync — tax amounts on synced invoices are calculated by QuickBooks from the tax code the line carries. If your GST setup in EasyBiz needs attention first, see Setting Up Tax and Rounding Rules .

4. Payment Mapping

This decides how each EasyBiz payment method appears in QuickBooks — as which QuickBooks payment method, and into which deposit account.

For each EasyBiz payment method (Cash, PayNow, card, and so on), set:

  • QuickBooks Payment Method — the label the payment carries in QuickBooks.

  • QuickBooks Deposit Account — the bank or asset account the money is recorded into. QuickBooks only offers Bank and Other Current Asset accounts here. This is QuickBooks’ equivalent of Xero’s account code for payments.

At the top of this section there is also an optional Default inbound payment method — a catch-all used by the QuickBooks → EasyBiz payment sync when a payment recorded in QuickBooks matches none of your mapped payment methods or deposit accounts. Leave it empty to skip unmatched payments. See Syncing Payments from QuickBooks into EasyBiz for how inbound matching works.

5. Field Format Settings

This controls how reference fields are formatted on the records EasyBiz creates in QuickBooks:

  • Sales Order Invoice Number — becomes the QuickBooks invoice’s DocNumber.

  • Monthly Invoice Number — the DocNumber used for B2B monthly invoices.

  • Sales Order Reference and Monthly Invoice Reference — free reference text on the synced record.

  • QuickBooks line item description — how each invoice line is described.

Each field is a template where you can mix your own text with order fields.

Check It Worked

  1. Confirm at least one Customer Routing row exists for the sales channel you want to test.

  2. Complete a small test sale on that channel.

  3. In QuickBooks, open the new invoice and check all four mappings landed: the right customer, the right item, the right tax code, and — once paid — the right payment method and deposit account.

FAQs

Do I have to fill in every section?

Customer Routing is required — without it, orders from that channel are not sent at all. The others have sensible fallbacks (default item, catch-all tax code), but your accountant will thank you for mapping payments and tax codes explicitly.

Can different outlets bill to different QuickBooks customers?

Yes. Add one customer route per sales channel, each pointing at a different QuickBooks customer or matching method.

I connected two QuickBooks companies — which mappings apply?

Each connected company keeps its own complete set of mappings. Switch between companies on the QuickBooks Sync Settings page and fill in each set separately.

Where do I choose income accounts?

On the QuickBooks side. Each QuickBooks Products & Services item carries its income account — EasyBiz maps sales lines to items, and the item decides the account.

What’s Next

With mappings in place, day-to-day syncing is automatic. Read Syncing Payments from QuickBooks into EasyBiz if your bookkeeper records payments in QuickBooks, and keep Troubleshooting Your QuickBooks Sync handy for the occasional sync error.