Skip to main content

QuickBooks Integration

Written by Nicole Adams

QuickBooks Integration

Connect your QuickBooks Online account to Introzy to sync invoices and payments between your CRM and accounting system. Export invoices to QuickBooks with a single click, and keep payment records synchronized in both directions.

Key Features

  • One-Click Invoice Export: Send invoices from Introzy to QuickBooks instantly

  • Automatic Customer Matching: Customers are automatically found or created in QuickBooks

  • Bidirectional Payment Sync: Push payments from Introzy to QuickBooks, or pull payments recorded in QuickBooks back to Introzy

  • Duplicate Prevention: Smart detection prevents exporting the same invoice twice

  • Bulk Sync: Sync all invoices and payments at once from the Invoices page

  • Real-Time Status: See exactly what's synced and what's pending

Getting Started

Prerequisites

  • A QuickBooks Online account (Simple Start, Essentials, Plus, or Advanced)

  • Organization admin access in Introzy

Connecting Your QuickBooks Account

  1. Navigate to Integrations

    Click Settings in the sidebar, then select Integrations.

  2. Click "Connect QuickBooks"

    In the QuickBooks card, click the Connect QuickBooks button.

  3. Authorize Access

    You'll be redirected to QuickBooks to sign in and authorize the connection. Review the requested permissions and click Connect.

  4. Verify Connection

    After authorization, you'll be returned to Introzy. The QuickBooks card will show your connected company name and "Active" status.

Syncing Individual Invoices

Exporting an Invoice to QuickBooks

  1. Navigate to Invoices and open the invoice you want to sync

  2. Click the Sync with QuickBooks button

  3. The sync dialog will open and automatically perform these steps:

    • Customer: Find or create the customer in QuickBooks

    • Invoice: Export the invoice to QuickBooks

    • Payments → QB: Push any Introzy payments to QuickBooks

    • Payments ← QB: Pull any payments recorded in QuickBooks

  4. When complete, you'll see green checkmarks for each step

What Gets Synced

Introzy Field

QuickBooks Field

Notes

Payer Name

Customer Name

Auto-matched or created

Invoice Number

Doc Number

For reference

Line Items

Invoice Lines

Description, amount, quantity

Due Date

Due Date

If set

Notes

Customer Memo

Includes Introzy ID for dedup

Payments

Payments

Synced bidirectionally

Re-Syncing an Invoice

If you've made changes to an invoice or recorded new payments, click Sync with QuickBooks again. The system will:

  • Skip steps that are already complete

  • Push any new Introzy payments to QuickBooks

  • Pull any new QuickBooks payments to Introzy

Syncing All Invoices (Bulk Sync)

For syncing multiple invoices at once, use the bulk sync feature.

Starting a Bulk Sync

  1. Navigate to Invoices in the sidebar

  2. Click Sync All to QuickBooks button

  3. Review the summary showing:

    • Invoices to push: Number of unsynced Introzy invoices

    • Already synced: Number of invoices already in QuickBooks

  4. Click Start Sync to begin

Bulk Sync Process

The bulk sync processes invoices grouped by customer:

  1. Invoices & Customers: Creates customers and exports invoices

  2. Payment Sync: Pushes Introzy payments and pulls QuickBooks payments

A progress bar shows the sync status. You'll see a summary when complete showing how many invoices synced and how many payments were pushed/pulled.

Already Fully Synced?

If all your invoices are already synced, the button changes to Check for QB Payments. This pulls any new payments that were recorded directly in QuickBooks.

How Customer Matching Works

When you export an invoice, Introzy automatically handles customer matching:

  1. Exact Name Match: First looks for a QuickBooks customer with the same name

  2. Partial Match: If no exact match, searches for similar names

  3. Auto-Create: If no match found, creates a new customer in QuickBooks

Customer Creation Details

When creating a new QuickBooks customer, Introzy includes:

  • Display Name: The payer name from the invoice

  • Email: The payer email (if available)

You can update customer details directly in QuickBooks after creation.

Understanding Payment Sync

Push: Introzy → QuickBooks

When you record a payment in Introzy and sync:

  • A matching Payment is created in QuickBooks

  • The payment is linked to the QuickBooks invoice

  • Payment metadata tracks the sync for duplicate prevention

Pull: QuickBooks → Introzy

When payments are recorded directly in QuickBooks:

  • The sync pulls these payments into Introzy

  • Pulled payments show "Imported from QuickBooks" in the notes

  • A QuickBooks reference ID is stored for tracking

Avoiding Duplicates

The integration prevents duplicate payments by:

  • Tracking QuickBooks Payment IDs in Introzy payment metadata

  • Checking existing sync status before each sync

  • Marking payments as synced immediately after success

Viewing Sync Status

On Individual Invoices

After syncing an invoice, you can see:

  • QuickBooks ID: Stored on the invoice record

  • Payment Sources: Each payment shows its origin (eg. QuickBooks, Stripe)

  • Sync Status: Payments show "(synced)" indicators

On the Invoices List

  • Sync All to QuickBooks: Shows count of synced vs. unsynced invoices

  • Synced invoices have their QuickBooks ID stored for reference

Managing Your Connection

Viewing Connection Status

  1. Go to Settings → Integrations

  2. The QuickBooks card shows:

    • Company Name: Your connected QuickBooks company

    • Status: Active, or error state if reconnection needed

Disconnecting QuickBooks

  1. Go to Settings → Integrations

  2. Click Disconnect on the QuickBooks card

  3. Confirm the disconnection

What happens when you disconnect:

  • Sync buttons no longer appear on invoices

  • Previously synced data remains in both systems

  • QuickBooks IDs stored on invoices are preserved

  • You can reconnect at any time

Reconnecting

If your QuickBooks authorization expires or you need to reconnect:

  1. Click Disconnect to clear the old connection

  2. Click Connect QuickBooks to re-authorize

  3. Your previously synced invoices will be recognized (by their stored QuickBooks IDs)

Tips & Best Practices

  • Sync regularly: Keep payments synchronized to maintain accurate records in both systems

  • Review before bulk sync: Check the summary before starting to understand what will be synced

  • Use QuickBooks for reporting: Once synced, use QuickBooks for financial reports and tax preparation

  • Match names carefully: Use consistent customer names between Introzy and QuickBooks for better matching

  • Handle partial payments: Both systems support partial payments—they'll sync correctly

Troubleshooting

"Sync with QuickBooks" Button Not Showing

Check your QuickBooks connection:

  1. Go to Settings → Integrations

  2. Verify QuickBooks shows "Connected" status

  3. If disconnected, click Connect QuickBooks to reconnect

Invoice Already Exists in QuickBooks

If an invoice was previously exported (even if voided):

  • The sync detects it and shows "Already synced" status

  • If the QuickBooks invoice was voided, you can re-export it

  • The system uses a unique ID in the memo to detect duplicates

Customer Not Matching Correctly

If the wrong QuickBooks customer is being matched:

  1. Check that the payer name in Introzy matches the QuickBooks customer name

  2. You can update the customer name in QuickBooks after sync

  3. Future invoices for that customer will match correctly

Payments Not Syncing

For Push (Introzy → QB):

  • Verify the invoice has been exported to QuickBooks first

  • Check that the payment amount is greater than zero

  • Payments already synced will be skipped

For Pull (QB → Introzy):

  • QuickBooks payments must be linked to the synced invoice

  • The sync checks the last 200 recent payments in QuickBooks

  • Wait a moment and re-sync if you just recorded a payment in QB

Connection Expired

QuickBooks connections can expire over time. If you see connection errors:

  1. Go to Settings → Integrations

  2. Click Disconnect

  3. Click Connect QuickBooks to re-authorize

FAQ

Q: Do I need QuickBooks Desktop or QuickBooks Online?

A: Introzy integrates with QuickBooks Online only. QuickBooks Desktop is not supported.

Q: Can I sync bills and accounts payable?

A: Currently, only invoices (accounts receivable) and payments are supported. Bill/accounts payable sync is planned for a future release.

Q: What happens if I edit an invoice in QuickBooks?

A: Changes made in QuickBooks are not synced back to Introzy. For consistency, make invoice edits in Introzy and re-sync.

Q: Can multiple team members connect QuickBooks?

A: The QuickBooks connection is at the organization level. Once connected, all team members can use the sync features.

Q: Does Introzy create products/services in QuickBooks?

A: No. All invoice line items use the default "Services" item in QuickBooks. You can customize this in QuickBooks after sync if needed.

Q: How are invoice amounts calculated?

A: Line item amounts from Introzy are sent directly to QuickBooks. The total is calculated by QuickBooks based on the line items.

Q: What QuickBooks permissions are required?

A: The integration needs permission to create and read invoices, customers, and payments. These are requested during the OAuth connection.

Q: Can I undo a sync?

A: Synced data cannot be automatically removed. You would need to manually delete or void the invoice/payment in QuickBooks. Previously synced records in Introzy retain their QuickBooks references.

Q: Is my QuickBooks data safe?

A: Yes. The integration uses OAuth 2.0 for secure authentication. Your QuickBooks credentials are never stored in Introzy. All data is transmitted securely.

Related Articles
Did this answer your question?