InvoiceOwl can sync your clients, invoices, credit memos, and payments to QuickBooks Online so your books stay up to date automatically.
How to connect QuickBooks Online
- Click Settings in the left sidebar.
- Click Accounting Sync.
- Under the QuickBooks Online card, click Connect to QuickBooks Online.
- You will be taken to QuickBooks to sign in and authorize InvoiceOwl.
- Choose the QuickBooks company you want to connect.
- When finished, you will be sent back to InvoiceOwl with a success message.
Once connected, you will see a green Connected badge next to QuickBooks Online, along with the name of your QuickBooks company.
What data gets synced
InvoiceOwl syncs the following to QuickBooks Online:
- Clients -- synced as customers in QuickBooks
- Invoices -- synced as invoices in QuickBooks
- Credit memos -- synced as credit memos in QuickBooks
- Payments -- synced as payments in QuickBooks
How syncing works
Auto-sync
Turn on the Auto-sync toggle in the Sync Settings card (visible after connecting). When enabled, changes you make in InvoiceOwl are automatically pushed to QuickBooks.
Manual sync
Click the Sync Now button on the QuickBooks card to start a manual sync. A preview window will show you exactly what will be synced -- how many clients, invoices, credit memos, and payments are pending. Click Start Sync to confirm.
Sync settings
After connecting, a Sync Settings card appears where you can:
- Auto-sync -- toggle automatic syncing on or off
- Default Accounting Method -- choose between Accrual or Cash basis for tax reports
Viewing sync history
Click the History button on the QuickBooks card to see a log of past sync operations. Each entry shows:
- Whether the sync completed, partially completed, or failed
- How many records were synced, failed, or skipped
- The date and time of the sync
- Details about any errors
If your connection expires
If your QuickBooks connection expires, you will see a yellow Token Expired warning. Click Reconnect to sign into QuickBooks again and restore the connection. Your sync settings and history are preserved.
Disconnecting QuickBooks
Click Disconnect on the QuickBooks card to remove the connection. This stops all syncing. Data already synced to QuickBooks will remain there.
Exporting data
Even without a QuickBooks connection, you can export your data from the Accounting Sync page:
- Click Download Excel for an Excel file
- Click Download CSV for a CSV file
These exports include all clients, invoices, credit memos, and payments.
On the Mobile App
You can connect and manage your QuickBooks sync from the mobile app:
Connecting QuickBooks Online
- Tap the More tab.
- Tap Settings.
- Tap Accounting Sync.
- Under the QuickBooks Online card, tap Connect to QuickBooks Online.
- Sign in to QuickBooks in the in-app browser and authorize InvoiceOwl.
- When finished, you will be sent back to the app with a green Connected badge.
Managing your sync
Once connected, tap the QuickBooks Online card to see your sync options:
- Sync Now -- tap to start a manual sync. A preview shows how many records are pending.
- History -- tap to view past sync operations, including status and error details.
- Auto-sync -- toggle automatic syncing on or off.
- Accounting Method -- choose between Accrual or Cash basis.
- Disconnect -- tap to remove the QuickBooks connection.
Note: The Excel and CSV export options are currently only available on the web app.