QuickBooks Online

The QuickBooks Online integration sends your Cloudflow customers, charges, and invoices to QuickBooks so your books stay current without re-entering invoices.

One-Way Sync

The connection is one-way. Cloudflow sends data to QuickBooks, and edits made in QuickBooks do not come back. Payments are also separate: marking an invoice paid in Cloudflow does not create a payment in QuickBooks, so record payments in QuickBooks as you do today.

Connecting

1. Open Integrations and choose QuickBooks Online.
2. Click Connect QuickBooks and sign in to the company you want to use.
3. Complete the Guided setup.

One QuickBooks company can be connected to each Cloudflow organization.

Guided Setup

Cloudflow analyzes your QuickBooks company and recommends a configuration. It then shows what needs your attention:

• Customers: Cloudflow links customers it can match with confidence. Customers without a unique exact email match are listed for review, where you choose to link to an existing QuickBooks customer or create a new one.
• Sales tax: Cloudflow supports mapped US sales tax. Taxable invoices publish after their rate and jurisdiction are linked to an active QuickBooks tax group.
• Blockers: Anything that would stop an invoice from publishing, such as a missing income account, is listed so you can fix it first.

Accounting Configuration

• Publish invoices when: choose Sent (recommended) to create the QuickBooks invoice after the Cloudflow invoice is sent, or Draft to create it as soon as the draft exists. Draft publishing creates an accounts receivable balance in QuickBooks before the customer receives the invoice.
• Invoices to include: publish future invoices only, or include invoices created on or after a start date. Invoices outside the range are left alone.
• Default income account: used when Cloudflow creates a QuickBooks service item for a charge.
• Category overrides: send charges in specific categories to different income accounts.

Going Live

Use Run readiness check and Preview publication to see what would publish. Neither creates or changes anything in QuickBooks. When you are ready, enable publishing. You can Pause publishing at any time.

What Syncs

• Customers, created or updated in QuickBooks as needed.
• Charges, as QuickBooks service items.
• Invoices with their line items and sales tax.
• Cancelled invoices, which are voided in QuickBooks.

The QuickBooks health panel on the integration page shows connection status and any issues that need review.