What does the QuickBooks integration do?
Use this article to connect QuickBooks Online to Stackably from Settings, see what the QuickBooks integration syncs and find synced invoices on the Finance tab. Connect your Stackably account to QuickBooks Online and your invoices, payments and customers stay in step between the two systems, so you never have to enter an invoice twice. The QuickBooks integration is included with every Stackably account at no extra cost; you only need your own QuickBooks Online subscription.
How do I connect QuickBooks to Stackably?
To connect QuickBooks to Stackably, open Settings and click Advanced Settings.
In the left-hand menu of Advanced Settings choose Api, then scroll down to the Business & Operations section.
In the Business & Operations section find the QuickBooks card and click its Connect button.
Sign in to QuickBooks when asked and approve the connection. It is quickest if you are already signed in to QuickBooks Online in the same browser. Once connected, the page confirms that the integration is active.
Note: The QuickBooks card is shown for the account's primary login. If you are signed in as an employee and do not see it under Business & Operations, ask the account owner to connect QuickBooks.
What syncs between Stackably and QuickBooks?
The table below lists what syncs between Stackably and QuickBooks and in which direction.
Category | Direction | Description |
Invoices | Both ways | An invoice you create and send in Stackably is pushed to QuickBooks automatically. Invoices created in QuickBooks are brought into Stackably with Pull from QuickBooks on the Finance tab (for a date range or all time) and can then be sent, downloaded, printed and paid from Stackably. |
Payments | Stackably → QuickBooks | When you record a payment on an invoice in Stackably (with Pay Now, for example a cash payment), the invoice is marked paid in QuickBooks with the payment method and amount. |
Customers | Both ways | Each client in Contacts is tied to its matching QuickBooks customer, so invoices land under the right customer on both sides. When an invoice is pulled from QuickBooks for a customer who is not in Stackably yet, the client record is created automatically. |
Where do synced invoices and payments show up?
Synced invoices show up on the Finance tab in Stackably. Invoices that came from QuickBooks show a green QuickBooks logo, and the question-mark indicator confirms the invoice was synced from QuickBooks.
The Finance tab also shows the connected bank accounts and balances that match what appears in QuickBooks, which is a quick way to confirm the connection is working.
In QuickBooks you will see the invoices created in Stackably and, once paid, the recorded payment details.
How do I keep Stackably and QuickBooks in step?
To keep Stackably and QuickBooks in step, nothing extra is needed for invoices and payments you create in Stackably: they are sent to QuickBooks when you send the invoice or record the payment.
To bring in invoices created or changed in QuickBooks, open the Finance tab and use Pull from QuickBooks. Pulling from QuickBooks also updates invoice statuses in Stackably.
Because the QuickBooks sync can update invoice statuses automatically, confirm which system is the source of truth before making a manual change to an invoice.
If an invoice still looks out of date after you pull from QuickBooks, contact us using the in-app Help bubble.
Is there a video walkthrough of the QuickBooks integration?
Here is a video walkthrough tutorial on using QuickBooks with Stackably: https://www.loom.com/share/5b0ea4c253c74c7b855adf6a72cea533. The same steps are written up in Connecting Stackably to QuickBooks Tutorial.