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ExpensesQuickBooks Integration

QuickBooks Integration

Connect EquineOps to QuickBooks Online for seamless expense management and automated accounting.

Overview

The QuickBooks integration provides bidirectional sync between EquineOps and your QuickBooks Online account:

  • Categories & Vendors: Automatically sync from QuickBooks to EquineOps
  • Expenses: Push expenses from EquineOps to QuickBooks
  • Real-time Updates: Changes sync throughout the day
  • No Duplicate Entry: Record expenses once in EquineOps

QuickBooks Online Only: This integration requires QuickBooks Online. QuickBooks Desktop is not currently supported.

Prerequisites

Before connecting QuickBooks, make sure you have:

  • An active QuickBooks Online subscription
  • Admin access to your QuickBooks account
  • EquineOps Professional or Enterprise plan

Important: The QuickBooks integration is available on Professional and Enterprise plans only.

Connecting QuickBooks

From your EquineOps dashboard:

  1. Click on Settings (gear icon)
  2. Select Integrations from the menu
  3. Find QuickBooks Online and click Connect

Authorize the Connection

You’ll be redirected to QuickBooks to authorize the connection:

  1. Log in to your QuickBooks account if prompted
  2. Review the permissions EquineOps is requesting
  3. Click Authorize to grant access
  4. You’ll be redirected back to EquineOps

What permissions does EquineOps need?

  • Read access: Chart of accounts, vendors, customers
  • Write access: Expenses, bills

Initial Sync

After authorization, EquineOps will perform an initial sync:

  1. Categories imported: All QuickBooks expense categories
  2. Vendors imported: All QuickBooks vendors
  3. Customers imported: All QuickBooks customers (synced to Clients)

This typically takes 1-2 minutes depending on data volume.

During the initial sync, existing EquineOps categories and vendors will be matched with QuickBooks entries where possible.

Configure Sync Settings

After the initial sync, configure your preferences:

  • Sync Schedule: How often to sync (default: hourly)
  • Expense Sync: When to push expenses to QuickBooks (immediately, daily, or manual)
  • Customer Sync: Enable automatic customer import
  • Default Expense Account: QuickBooks account for expenses

How Sync Works

Categories and Vendors (QuickBooks → EquineOps)

  • Syncs automatically on a schedule (hourly by default)
  • QuickBooks is the “master” - changes made in QuickBooks sync to EquineOps
  • Categories and vendors cannot be edited in EquineOps when QB is connected

Expenses (EquineOps → QuickBooks)

  • Expenses entered in EquineOps are pushed to QuickBooks
  • Syncs based on your configured schedule
  • Each expense appears as an expense transaction in QuickBooks
  • Includes category, vendor, date, amount, and notes

Customers (QuickBooks → EquineOps)

  • QuickBooks customers sync to EquineOps as Clients
  • Keeps client information up to date
  • New customers in QuickBooks automatically appear in EquineOps

Monitoring Sync Status

Check sync status anytime:

  1. Go to Settings → Integrations → QuickBooks
  2. View last sync time for each data type
  3. Review any sync errors or warnings
  4. Manually trigger a sync if needed

Sync Errors: If you see sync errors, check that your QuickBooks connection is still active and you haven’t changed your QuickBooks password.

Troubleshooting

Connection Failed

If the connection fails:

  1. Make sure you have admin access to QuickBooks
  2. Check that you authorized all requested permissions
  3. Try disconnecting and reconnecting
  4. Contact support if the issue persists

Data Not Syncing

If data isn’t syncing:

  1. Check the last sync time in Integration settings
  2. Verify your QuickBooks subscription is active
  3. Try manually triggering a sync
  4. Review the sync log for errors

Duplicate Entries

To avoid duplicates:

  • Don’t enter the same expense in both systems
  • Wait for initial sync to complete before adding data
  • Use EquineOps as your primary expense entry point

Disconnecting QuickBooks

To disconnect QuickBooks:

Go to Settings → Integrations → QuickBooks

Click Disconnect

Click the Disconnect button and confirm

What Happens After Disconnecting

  • Categories and vendors remain in EquineOps but become editable
  • Existing expenses are unchanged
  • No new data will sync
  • You can reconnect at any time

Before Disconnecting: Make sure all expenses have been synced to QuickBooks. Check the last sync time and review any pending sync errors.

Best Practices

  1. Let QuickBooks Be the Master: Manage categories and vendors in QuickBooks
  2. Record Expenses in EquineOps: Use EquineOps for day-to-day expense entry
  3. Monitor Sync Status: Check sync status weekly to catch issues early
  4. Keep Connection Active: Don’t change your QuickBooks password without updating EquineOps

Need Help?

QuickBooks integration questions? We’re here to help:

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