Quick Answer
Connect QuickBooks through the integrations settings
Open Settings → Integrations, locate QuickBooks, and authorize your QuickBooks Online account. After connecting, review the invoice-import and automatic review-request settings before processing new contacts, invoices, and payments.
Keeping Your Accounting and CRM in Sync Automatically
Managing customers and invoices in separate systems can create duplicate work and inconsistencies between your accounting and customer records.
Connecting QuickBooks Online allows contacts, payments, and invoices to remain aligned between QuickBooks and BizStackPro.
Without the connection, records may need to be updated manually, increasing the amount of administrative work and the risk of errors.
The QuickBooks integration can reduce manual entry while keeping your accounting and CRM activity connected.
New Contacts
New customers created in QuickBooks can appear in BizStackPro.
Sales Receipts
Payments processed through BizStackPro can create matching sales receipts in QuickBooks.
Invoice Updates
Invoices created or updated in BizStackPro can be reflected in QuickBooks Online.
Review Requests
Control whether paid invoices trigger automatic customer review requests.
Contact matching: Matching commonly relies on the customer’s email address. Use consistent email addresses in both systems for the cleanest synchronization.
At a Glance
Accounting platform
QuickBooks Online
Contact synchronization
New contacts after connection
Invoice direction
BizStackPro to QuickBooks
Possible contact delay
Up to five minutes
Before You Begin
Prepare the account and decide how new financial activity should be handled before connecting QuickBooks.
- Confirm that you can sign in to the correct QuickBooks Online account.
- Review which BizStackPro contacts, invoices, and payments should synchronize after connection.
- Use consistent customer email addresses in both systems.
- Choose a go-live date for new synchronized invoices.
- Decide whether paid invoices should trigger review requests.
- If operating outside the United States, configure the required tax rates before creating synchronized invoices.
Connect QuickBooks Online
Authorize BizStackPro to connect with your QuickBooks Online account.
1. Open Integrations
In BizStackPro, go to Settings → Integrations and locate QuickBooks.
2. Start the connection
Select Connect to open the Intuit sign-in process.
3. Sign in and authorize access
Sign in to QuickBooks Online, review the requested permissions, and confirm the authorization.
4. Confirm the connection
Return to BizStackPro and verify that the integration status displays Connected.
Plan review requests early: Decide whether automatic review requests should remain enabled before processing a large number of invoices.
Automatic Sales Receipts
When a payment is processed through BizStackPro, QuickBooks can receive a corresponding sales receipt.
A matching customer exists
If QuickBooks contains a customer with the same email address, the sales receipt is associated with that customer.
No matching customer exists
QuickBooks can create a new customer and associate the sales receipt with the new record.
One-Way Invoice Sync: BizStackPro to QuickBooks
One-way invoice synchronization keeps QuickBooks aligned with invoicing activity that occurs inside BizStackPro.
- When an invoice is marked Sent in BizStackPro, a matching invoice can be created in QuickBooks.
- Later changes to its status, totals, or discounts can update the QuickBooks invoice.
- Invoices created before the integration was established typically do not synchronize automatically.
Cutover suggestion: Choose a go-live date, connect QuickBooks, and then create and send synchronized invoices from that point forward.
Import Previous Invoices
If your account supports invoice-history imports, you can select a date range to bring previous QuickBooks invoice information into BizStackPro for visibility.
1. Open the QuickBooks settings
Go to Settings → Integrations and open the QuickBooks connection settings.
2. Enable invoice importing
Turn on Import Invoices if the option is available for your account.
3. Select the date range
Choose the Start Date and End Date for the import window.
4. Save the preferences
Save the import settings and any review-request preference displayed with them.
Important distinction: Importing available invoice history into BizStackPro does not make invoice synchronization retroactive. Only invoices created after the integration is established synchronize to QuickBooks Online.
Non-US Tax Support
Businesses operating outside the United States may need to include tax lines on invoices. Create the necessary taxes in BizStackPro and apply them to products so synchronized invoices carry accurate totals.
1. Create the tax rates
Go to Payments → Settings → Taxes and create the required tax rates.
2. Apply the tax
When creating an invoice, attach the appropriate tax to the product or line item.
Best practice: Review product names and tax settings before synchronizing a large number of invoices.
Control Automatic Review Requests
You can disable automatic review requests if you do not want a request to be triggered after an invoice is paid.
1. Open the integration settings
Go to Settings → Integrations → QuickBooks Integration .
2. Set the review-request preference
Turn Send Review Request to Contacts on or off.
- Turning this option off does not stop payments or invoices from synchronizing.
- When leaving it enabled, consider whether the review request should follow the first payment or a later completion milestone.
Notes and Limitations
Existing customers do not backfill automatically
Only new contacts created after connection synchronize. Export older customers from QuickBooks and import them into BizStackPro using CSV when needed.
New contacts may be delayed
A new QuickBooks contact can take up to five minutes to appear in BizStackPro.
Invoice synchronization is not retroactive
Invoices created before establishing the integration do not synchronize automatically to QuickBooks Online.
Frequently Asked Questions
What happens to existing customers in QuickBooks?
Only new contacts created after connecting are synchronized. Export older QuickBooks customers and import them into BizStackPro using CSV.
How do I enable or disable automatic review requests?
Go to Settings → Integrations → QuickBooks Integration and turn Send Review Request to Contacts on or off.
Can I sync invoices created before I set up the integration?
No. Only invoices created after the integration is established will synchronize to QuickBooks Online.
How does the tax feature work for non-US users?
Create taxes under Payments → Settings → Taxes and attach them to products or line items when creating invoices.
What data is synced to QuickBooks?
The integration can synchronize new contacts, sales receipts for BizStackPro payments, and created or updated invoices, including status changes and discounts.
How long until new contacts appear in the CRM?
It can take up to five minutes for new QuickBooks contacts to appear in BizStackPro after creation.
