QuickBooks Integration

Connect EquineOps to QuickBooks Online to eliminate double-entry and keep your financial records in sync automatically. Track expenses in EquineOps, sync them to QuickBooks, and maintain consistent categories, vendors, and client information across both systems.

What the QuickBooks Integration Does

The QuickBooks integration creates a seamless connection between EquineOps and your QuickBooks Online account:

📊 Sync Data Between Systems

From QuickBooks to EquineOps:

• Categories (Chart of Accounts)
• Vendors
• Customers (synced to Clients)

From EquineOps to QuickBooks:

• Expenses (as Purchase records)

🔄 Automatic Synchronization

Data syncs automatically on a schedule:

• Categories/Vendors/Customers: Three times daily (6am, 2pm, 10pm in your timezone)
• Expenses: Hourly during business hours (6am-10pm)
• Token Refresh: Daily to maintain connection

✅ Benefits

Eliminate Double-Entry: Record expenses once in EquineOps, automatically appear in QuickBooks

Consistent Data: Categories and vendors stay in sync between systems

Save Time: No more copying expense data between systems

Accurate Books: Reduce errors from manual data entry

Simplified Workflow: Staff uses EquineOps, accountant sees data in QuickBooks

Quick Start Guide

Key Concepts

QuickBooks is the Master for Some Data

When QuickBooks is connected:

Read-Only in EquineOps (QuickBooks controls):

• Categories (expense categories)
• Vendors
• Customers/Clients (from QuickBooks)

You cannot edit these in EquineOps. Make changes in QuickBooks and they’ll sync to EquineOps.

EquineOps Controls Expense Data

Expenses are managed in EquineOps:

• Staff records expenses in EquineOps
• Expenses sync to QuickBooks automatically
• Appear as Purchase records in QuickBooks
• Do not edit these in QuickBooks (changes won’t sync back)

Mixed Client Management

You can have clients from both sources:

• QuickBooks Customers: Synced automatically, read-only in EquineOps
• EquineOps-Only Clients: Created in EquineOps, not synced to QuickBooks

This flexibility lets you use QuickBooks customers for billing while maintaining additional client records in EquineOps.

What’s Included

Sync Details

Expense Sync Details

When you record an expense in EquineOps, it syncs to QuickBooks with:

• Date: Expense date
• Amount: Total amount
• Category: Expense category (from QuickBooks chart of accounts)
• Vendor: Vendor name
• Description: Expense description/notes
• Receipt: Attached receipt image (if available)

The expense appears in QuickBooks as a Purchase record, ready for your accountant to review.

Prerequisites

Before connecting QuickBooks, ensure you have:

✅ QuickBooks Online Subscription

• Active QuickBooks Online account
• Not QuickBooks Desktop (not supported)
• Admin access to QuickBooks

✅ EquineOps Plan

• Professional or Enterprise plan
• Integration feature enabled
• Organization admin access

✅ QuickBooks Setup

Complete basic QuickBooks setup before connecting:

• Chart of Accounts configured
• Vendors added
• Company information complete

Getting Started

Ready to connect QuickBooks? Follow these guides in order:

Common Use Cases

Scenario 1: Farm Manager Records Expenses

Workflow:

1. Farm manager buys supplies and records expense in EquineOps
2. Attaches receipt photo from phone
3. Selects category and vendor (synced from QuickBooks)
4. Expense automatically syncs to QuickBooks within an hour
5. Accountant sees expense in QuickBooks, properly categorized

Benefits: No emailing receipts, no QuickBooks training needed for farm staff

Scenario 2: Multi-Property Operation

Workflow:

1. Each property tracks expenses in EquineOps
2. All properties use same QuickBooks categories
3. Expenses flow to single QuickBooks account
4. Accountant sees all properties in one place
5. Property-based reporting available in both systems

Benefits: Consistent categorization, centralized bookkeeping

Scenario 3: Client Billing from QuickBooks

Workflow:

1. QuickBooks customers sync to EquineOps as Clients
2. Staff manages horses and programs in EquineOps
3. Accountant generates invoices in QuickBooks
4. Client information stays synchronized
5. No duplicate client entry

Benefits: Client data consistency, streamlined billing workflow

Security and Permissions

OAuth 2.0 Authentication

QuickBooks connection uses OAuth 2.0:

• Industry-standard secure authorization
• EquineOps never stores your QuickBooks password
• You control permissions granted
• Can revoke access anytime

What EquineOps Can Access

Read Permissions (EquineOps reads from QuickBooks):

• Chart of Accounts (expense categories only)
• Vendor list
• Customer list

Write Permissions (EquineOps writes to QuickBooks):

• Create expense/purchase records
• Attach receipt images to expenses

EquineOps Cannot:

• Delete or modify QuickBooks transactions
• Access bank connections
• View income/revenue data
• Modify chart of accounts
• Access payroll information

Limitations and Considerations

QuickBooks Online Only

This integration works with QuickBooks Online only. QuickBooks Desktop is not supported.

One-Way Expense Sync

Expenses sync from EquineOps to QuickBooks only. Changes made to expenses in QuickBooks after sync do not sync back to EquineOps.

Best Practice: Use EquineOps as the source of truth for expenses. Make any needed adjustments in EquineOps before sync.

Sync Schedule

Sync is scheduled, not instant:

• Expenses sync hourly during business hours
• Categories/vendors sync 3x daily
• Manual sync available when needed

For Immediate Sync: Use the manual sync button in integration settings.

Category Mapping

QuickBooks categories (expense accounts) map to EquineOps categories:

• Only expense accounts sync (not income accounts)
• Sub-accounts are supported
• Inactive QuickBooks categories don’t sync

Historical Data

The integration does not sync historical data:

• Past expenses in EquineOps are not sent to QuickBooks
• Only expenses recorded after connection are synced
• Historical QuickBooks expenses are not imported to EquineOps

For Historical Data: Continue using your existing records in QuickBooks.

Support and Resources

Documentation

• Connecting QuickBooks - Complete setup guide
• Data Sync Details - How sync works
• Troubleshooting - Common issues and fixes
• Managing Expenses - Recording expenses in EquineOps

Getting Help

QuickBooks Integration Issues:

• Email: support@equineops.com
• Response time: Within 24 hours on business days

QuickBooks Product Questions:

• QuickBooks Support: QuickBooks Help 
• Your QuickBooks ProAdvisor or accountant

Next Steps

Ready to connect QuickBooks?

1. Review Prerequisites - Ensure you have everything needed
2. Connect QuickBooks - Follow the step-by-step connection guide
3. Understand Sync - Learn how data flows between systems
4. Start Recording Expenses - Begin using the integrated workflow

Questions before you connect? Contact our support team for a pre-connection consultation.

Related Topics

• Managing Expenses - How to record and track expenses
• Client Management - Working with clients synced from QuickBooks
• Expense Categories - Understanding categories from QuickBooks