QuickBooks: connect, what syncs and fixing sync errors

In this article

1. Connect QuickBooks

1. Click the gear icon at the top right, then Integrations.
2. Under Connected accounts, find QuickBooks and click Connect.
3. A QuickBooks sign-in window opens. Sign in and pick the company you want BizBaby to write to.
4. When QuickBooks hands you back, BizBaby opens the QuickBooks accounting page. The tile on Integrations now shows Connected and a Settings button.

If the sign-in window doesn't appear, your browser blocked it. BizBaby says "The QuickBooks sign-in window was blocked. Allow pop-ups and try again."

2. What BizBaby sends to QuickBooks

Open the Settings tab on the QuickBooks accounting page to see the rules. They apply to future work. Changing them never rewrites something already in QuickBooks.

Setting	What happens
Sync invoices when paid	Always on. A paid invoice goes over with its exact line items, customer, taxes, discounts and total.
Completed Stripe activity	Always on. Finished payments, Stripe fees (as Expenses) and refunds (as Refund receipts) are recorded automatically.
Where your books start	Automatic. Your QuickBooks books start after the first successful payment.
Automatically record Stripe payouts	Your choice, off by default. On, each paid Stripe payout becomes a QuickBooks Transfer into your bank account. Off, payouts still show in the Ledger tab for you to match in QuickBooks yourself. See Stripe payouts in QuickBooks Online.
Payout bank account	Where payout Transfers land. BizBaby matches it by the last four digits of the bank account Stripe pays into, so put those digits in the QuickBooks bank account's name or number. Choose account picks a fallback for when the digits can't be matched.

Click Save changes after flipping the payout switch. It stays greyed out until something changed.

Customers go to QuickBooks after their first successful payment. To send others before that, go to Customers, click QuickBooks sync, tick the customers (or vendors, on the Vendors tab) and click Sync to QuickBooks.

Tax rates you charge in BizBaby must also exist in QuickBooks. See Manually add tax rates in QuickBooks Online.

3. The QuickBooks accounting page

Open it from the Settings button on the QuickBooks tile. The banner at the top says how the connection is doing and when BizBaby Last checked. Below it are four tabs.

Tab	What it's for
Ledger	Every QuickBooks record BizBaby created, with the BizBaby record behind it, the amount and its status. Search and filter by type or status.
Current sync	The latest 30 calendar days: how many events were checked and how many need attention.
Historical sync	Older work. Pick a Start date and End date and click Start historical sync. It runs in the background and never delays current work.
Settings	The rules above, and Disconnect QuickBooks.

Sync now at the top right opens Sync QuickBooks. Choose a period under Current (the last 30 days, which runs first) or Historical (older, back to January 1 of last year), or Pick exact dates, then click Queue sync. Anything older can't be sent through QuickBooks. The Historical sync tab offers it as downloads for your accountant instead: Download complete accounting archive and Download QuickBooks import package.

4. Fix sync errors

1. When something couldn't be sent, the Current sync tab shows a warning count and the banner has a View issues button. Click it.
2. The list shows each item, what went wrong and what that means for your books. Filter by kind of problem at the top, or search by customer or BizBaby ID.
3. Click Review on an item to see the details and the next step. Fixing one item never re-sends work that already went through.
4. To have BizBaby compare your books with QuickBooks, click Check & repair at the top of the page. Any change it proposes waits for your approval under Changes requiring approval.

Disconnect or switch company

On the Settings tab, click Disconnect QuickBooks, then Disconnect. New activity stops going to QuickBooks. What's already there stays unchanged, and you can reconnect later from Integrations, where the tile then shows Reconnect.

If you sign in to a different QuickBooks company than the one you connected, BizBaby changes nothing and asks first: Keep current company or Switch to the new company. Switching starts the new company's books from scratch. Nothing recorded for the old company is moved, and this can't be undone from BizBaby.

Common problems

• "Connect QuickBooks to continue". The QuickBooks page opened while you're not connected. Click Go to Integrations and connect.
• "QuickBooks is disconnected". The connection dropped. Records already in QuickBooks are unchanged. Click Reconnect on the Integrations tab.
• "QuickBooks did not complete the connection. Nothing changed in BizBaby." The sign-in was closed or refused. Click Connect again.
• Payouts don't show as Transfers. Check that Automatically record Stripe payouts is on and saved, and that Payout bank account isn't "Not matched yet".
• Sync now, Check & repair, or QuickBooks sync on Customers is greyed out. QuickBooks isn't connected.

Related

• Stripe payouts in QuickBooks Online
• Manually add tax rates in QuickBooks Online
• BizBaby API: keys and your first call