QuickBooks Online Integration

Sync your Readybuild data with QuickBooks Online to keep your accounting records up to date automatically. This two-way integration synchronizes contacts, projects, invoices, bills, payments, and more.

Overview

The QuickBooks Online integration provides:

• Two-way synchronization of contacts, projects, and vendors
• Invoice and payment syncing across both systems
• Bill and bill payment tracking for vendor expenses
• Field receipt/expense management synced as Purchases
• Credit memo synchronization for customer credits
• Estimate syncing when estimates are sold
• Payroll hours export as Time Activities (manual sync)
• Entity linking to connect existing records between systems

Prerequisites

Before setting up the integration, ensure you have:

• An active QuickBooks Online subscription (Plus, Essentials, or Simple Start)
• Administrator access in Readybuild
• Administrator access in QuickBooks Online
• Both systems using the same currency

Setup Instructions

Step 1: Navigate to Integration Settings

1. Go to Settings > Integrations in Readybuild
2. Find QuickBooks Online in the list
3. Click Configure

Step 2: Connect Your QuickBooks Account

1. Click the Connect QuickBooks Online button
2. A new window will open for QuickBooks authentication
3. Sign in to your QuickBooks Online account
4. Select the company you want to connect
5. Click Authorize to grant Readybuild access

Once connected, you'll see your QuickBooks company name displayed on the settings page.

Step 3: Configure Default Settings

After connecting, configure your default mappings:

Setting	Description
Invoice Cost Code	The QuickBooks "Products & Services" item used for invoice line items
Default Payment Account	The Bank or Credit Card account for field receipt purchases

To configure a default:

1. Click the dropdown for the setting
2. Select the appropriate QuickBooks item or account
3. Click Save

Step 4: Link Existing Entities

If you have existing records in both Readybuild and QuickBooks, you'll need to link them:

1. Click Link Entities on the QuickBooks settings page
2. Use the tabs to switch between Contacts, Projects, and Vendors
3. Search for unlinked records using the search box
4. Filter by Status (All, Linked, or Unlinked)
5. Click Link next to any unlinked record

Linking a Record

1. Click Link next to the Readybuild record
2. Search for the matching QuickBooks entity
3. Select the correct match
4. Click Confirm Link

What Gets Synced

Customer Data (Contacts → Customers)

Readybuild Field	QuickBooks Field	Direction
First Name	Given Name	Two-way
Last Name	Family Name	Two-way
Company Name	Company Name	Two-way
Email	Primary Email Address	Two-way
Phone Numbers	Primary Phone, Mobile, Fax, Alternate Phone	Two-way
Website	Web Address	Two-way
Address	Billing Address, Shipping Address	Two-way
Notes	Notes	Two-way
Active Status	Active	Two-way

Project Data (Projects → Jobs)

Projects sync as "Jobs" in QuickBooks (Customers with Job=true). Each project must have a linked contact that is also synced to QuickBooks.

Readybuild Field	QuickBooks Field	Direction
Project ID + Title	Display Name	Two-way
Project Address	Ship Address	Two-way
Contact Address	Bill Address	Two-way
Contact	Parent Customer (ParentRef)	Two-way
Description	Notes	Two-way

Vendors

Readybuild Field	QuickBooks Field	Direction
First Name	Given Name	Two-way
Last Name	Family Name	Two-way
Company Name	Company Name / Display Name	Two-way
Phone Numbers	Primary Phone, Mobile, Fax, Alternate Phone	Two-way
Website	Web Address	Two-way
Address	Billing Address	Two-way
Notes	Notes	Two-way
Active Status	Active	Two-way

Estimate Data

Estimates sync one-way from Readybuild to QuickBooks when marked as sold.

Readybuild Field	QuickBooks Field
Estimate ID	Doc Number
Estimate Name	Private Note
Created Date	Transaction Date
Project	Customer Reference
Line Items (grouped by cost code)	Line Items

Payroll Hours (Time Entries → Time Activities)

Time entries sync one-way from Readybuild to QuickBooks via manual action from the time approval interface.

Readybuild Field	QuickBooks Field
Date	Transaction Date
Hours	Hours + Minutes
Note	Description
Employee	Employee Reference
Project	Customer Reference
Cost Code	Item Reference
Billable Status	Billable Status

Requirements:

• Time entries must be locked (approved) before syncing
• Each employee must have their QuickBooks Online Employee ID configured in team member settings
• Sync is triggered manually from the time approval UI by selecting a date range

Bills

Readybuild Field	QuickBooks Field	Direction
Bill Number	Doc Number	Two-way
Vendor	Vendor Reference	Two-way
Due Date	Due Date	Two-way
Invoice Date	Transaction Date	Two-way
Title	Private Note	Two-way
Line Items	Line Items	Two-way
Project	Customer Reference (per line)	Two-way
Status (Paid)	Balance = 0	Two-way

Bill Payments also sync - when a bill is paid in either system, the payment status updates automatically.

Field Receipts (Field Expenses → Purchases)

Field expenses sync as Purchase transactions in QuickBooks.

Readybuild Field	QuickBooks Field	Direction
Purchase Date	Transaction Date	Two-way
Title	Private Note	Two-way
Vendor	Entity Reference	Two-way
Project	Customer Reference	Two-way
Line Items	Line Items (Account-based)	Two-way
Payment Account	Account Reference	Two-way

Requirements:

• Field expense must be in Approved or Paid status to sync to QuickBooks
• Vendor must be synced to QuickBooks first
• Cost codes must have QuickBooks account mappings configured

Client Invoices

Readybuild Field	QuickBooks Field	Direction
Invoice Number	Doc Number	Two-way
Due Date	Due Date	Two-way
Created Date	Transaction Date	Two-way
Title	Private Note	Two-way
Project	Customer Reference	Two-way
Line Items	Line Items	Two-way
Paid Status	Balance = 0	Two-way

Requirements:

• Invoice must be flagged for accounting sync
• Project must be synced to QuickBooks first

Client Payments

Readybuild Field	QuickBooks Field	Direction
Payment Date	Transaction Date	Two-way
Amount	Total Amount	Two-way
Payment Method	Payment Method Reference	Two-way
Invoice	Linked Transaction (Invoice)	Two-way
Credit Memo (if applicable)	Linked Transaction (Credit Memo)	Two-way

Credit Memos

Readybuild Field	QuickBooks Field	Direction
Credit Memo Number	Doc Number	Two-way
Created Date	Transaction Date	Two-way
Title	Private Note	Two-way
Project	Customer Reference	Two-way
Type (Flat Fee or Line Item)	Line Items	Two-way
Amount(s)	Line Item Amounts	Two-way

Requirements:

• Credit memo must be flagged for accounting sync
• Project must be synced to QuickBooks first

Data Not Synced

The following data types do not sync with QuickBooks Online:

• Change Orders - Not supported for QuickBooks Online sync

How Sync Works

Automatic Sync

Once connected, synchronization happens automatically:

• Real-time: Changes push to QuickBooks when records are saved in Readybuild
• Webhooks: QuickBooks notifies Readybuild of changes made in QuickBooks
• Catch-up sync: Runs periodically to ensure no changes are missed

Sync Status

Each linked entity shows its sync status:

• Complete (green checkmark): Successfully synced
• Waiting (gray clock): Queued for next sync cycle
• Processing (blue clock): Currently syncing to QuickBooks
• Error (red warning): Issue occurred during sync (hover for details)

Configuration Options

After connecting QuickBooks Online, configure your default mappings in the QuickBooks Defaults section:

Invoice Cost Code

Select which QuickBooks Online "Products & Services" item to use for invoice line items. This maps Readybuild invoice items to the appropriate service/product in QuickBooks.

Default Payment Account

Select the default Bank or Credit Card account to use for field receipt purchases (Field Expenses). This determines where expenses are recorded in QuickBooks.

Troubleshooting

Connection Issues

Problem: "Failed to connect to QuickBooks"

Solution:

1. Check that pop-ups are allowed in your browser
2. Ensure you're signing into the correct QuickBooks account
3. Verify you have admin access to the QuickBooks company
4. Try disconnecting and reconnecting

Sync Errors

Problem: Records not syncing

Solution:

1. Verify the record is linked to a QuickBooks entity
2. Check for required fields (name, email) being empty
3. Review the sync log for specific error messages
4. Ensure the QuickBooks subscription is active

Duplicate Records

Problem: Same contact appears twice in QuickBooks

Solution:

1. Use Link Entities to connect existing records instead of creating new ones
2. Before initial sync, link all existing records manually
3. Merge duplicates in QuickBooks, then re-link in Readybuild

Token Expired

Problem: "Authorization expired" error

Solution:

1. Go to Settings > Integrations > QuickBooks Online
2. Click Disconnect
3. Click Connect QuickBooks Online to re-authorize

Disconnecting the Integration

To disconnect QuickBooks Online:

1. Go to Settings > Integrations
2. Click Configure next to QuickBooks Online
3. Click Disconnect [Company Name]
4. Confirm the disconnection

Note: Disconnecting does not delete any data in either system. Previously synced records remain but will no longer update automatically.

Frequently Asked Questions

Q: Can I connect multiple QuickBooks companies?

A: No, Readybuild connects to one QuickBooks Online company at a time. To switch companies, disconnect the current one and connect to the new one.

Q: What happens if I delete a record in QuickBooks?

A: The linked record in Readybuild is not automatically deleted. You'll need to unlink and delete it manually if desired.

Q: Are historical records synced?

A: Only records created or modified after the integration is set up will sync automatically. Use Link Entities to connect historical records.

Q: Can I sync custom fields?

A: Standard field mapping is predefined. Custom field sync is not currently supported.

Q: How do I know if sync is working?

A: Check the "Last Sync" column in the Link Entities view. Recent timestamps indicate active sync.

Related Documentation

• Client Invoicing
• Contacts Management
• QuickBooks Desktop Integration