Connect QuickBooks Online with OneSuite

Keep your books up to date without double entry. Once you connect QuickBooks Online, OneSuite automatically copies your invoices to QuickBooks when you finalize them, and records payments when your invoices are paid — so your accounting always matches your OneSuite billing.

OAuth 2.0 Included with your subscription ~2 min setup

QuickBooks Online integration connected in OneSuite settings

What it does

What this integration does

OneSuite pushes your billing data into QuickBooks Online for you.

Invoices copy automatically

Finalize an invoice in OneSuite and a matching invoice is created in QuickBooks Online.

Payments record automatically

Mark an invoice as paid in OneSuite and the payment is recorded against the QuickBooks invoice, in the deposit account you choose.

Updates stay in sync (optional)

Edit an already-copied invoice and OneSuite can re-copy the changes automatically.

Copy older invoices on demand

Push any unsent or older invoice to QuickBooks manually, anytime.

Each invoice line is booked to its item type's QuickBooks product — a Service or Product item — filed under the income account you map for that type. If that item doesn't exist yet, OneSuite creates it for you, so a copy never fails just because QuickBooks wasn't set up first.

Key features & benefits

No double entry — invoices and payments you create in OneSuite appear in QuickBooks automatically.
Automatic product matching — line items map to QuickBooks Products and Services by name, with auto-creation as a fallback.
Choose your accounts — pick the income account used for new products and the deposit account payments land in.
Multi-currency aware — the invoice's currency is carried over to QuickBooks, with an option to block copies when currencies don't match.
One-click, secure connection — connect with your Intuit login via OAuth 2.0. Your credentials are never stored in OneSuite.
Full control — turn automatic invoice, update, and payment syncing on or off, and disconnect anytime.

Before you start

Prerequisites

Make sure you have the following before starting the setup.

Platform

OneSuite

An active OneSuite business account
An active OneSuite subscription
Admin or settings access
Access to Settings → Integrations → Accounting

Integration

QuickBooks Online

An active QuickBooks Online company
An Intuit account you can sign in with
Permission to authorize app connections
Multicurrency enabled for foreign-currency invoices

Each OneSuite business connects to one QuickBooks Online company.

Setup guide

Installation

Follow these four steps to connect your QuickBooks Online company to OneSuite. Setup takes about two minutes.

Open Accounting under Integrations

In OneSuite, go to Settings → Integrations → Accounting. This is the page where OneSuite syncs invoices, payments, and products with your accounting software. Find the QuickBooks card and click Connect.

Tip: You can use the keyboard shortcut ⌘K and search for 'Accounting' to get there faster.
Authorize OneSuite in QuickBooks

Intuit opens a consent screen confirming that OneSuite App is connecting to your QuickBooks company. Review what will be shared, then click Connect.

Your Intuit credentials are never stored in OneSuite — the connection uses OAuth 2.0 tokens, and you can disconnect OneSuite at any time from your QuickBooks apps overview page.
Choose your accounts and save

You are returned to OneSuite on the QuickBooks Online Settings page, with a Disconnect QuickBooks button in the top right. Set your income account, item type mappings, deposit account, currency validation, and invoice update behaviour, then click Save Settings.

Income account starts as "None — require a mapping", so set it before your first invoice is copied.
Confirm the Connected status

Back on Settings → Integrations → Accounting, the QuickBooks card now shows a green Connected badge, with a gear icon to reopen your settings at any time.

Configuration

Settings you can configure

On the QuickBooks Online Settings page you can set the following.

QuickBooks Online Settings page in OneSuite

Income account: When OneSuite copies an invoice, each line is booked to its item type's QuickBooks product — Service or Product. If that product doesn't exist yet, OneSuite creates it, filed under the income account you've mapped for that type below — or under this default income account when the type is left on "Use default".
Item type mappings: Unmatched lines are filed under a shared "Service" or "Product" item based on the line type, booked to the income account you choose per type (or your default Income account).
Deposit account: Pick "Copy OneSuite payments to" and choose the QuickBooks account payments land in — Undeposited Funds by default — or select "Do not copy OneSuite payments to QuickBooks Online" to turn payment copying off entirely.
Currency validation: Choose "Block invoice copy when currencies don't match" or "Allow invoice copy regardless of currency differences". When blocking is on, OneSuite checks the invoice currency against the customer's currency in QuickBooks instead of copying it using the home currency. Most businesses keep this on Block.
Invoice updates: When enabled, editing a previously synced invoice automatically pushes the changes to QuickBooks Online. Sending an invoice or recording a payment still syncs regardless of this setting.

How it works

Usage

Once connected, QuickBooks works in one of two ways, depending on whether the invoice was created before or after you connected your company.

New invoices sync on their own

With QuickBooks connected, any invoice you create shows a green "Will sync to QuickBooks" badge in the invoice editor, next to Save. Clicking Save is what triggers the sync — save the invoice and a matching invoice is created in QuickBooks Online for you. When you later mark it paid, the payment is recorded against that invoice in your chosen deposit account. Edit an invoice that has already synced, click Save again, and the updated details are pushed across too, so QuickBooks stays in step with OneSuite. Beyond Save, there is nothing else to click.

Will sync to QuickBooks badge shown while editing a OneSuite invoice

Re-syncing edits is controlled by the Invoice updates setting, which is on by default. Sending an invoice or recording a payment syncs regardless of that setting.

Older invoices are copied manually

Invoices created before you connected QuickBooks do not sync on their own. To copy one across, go to Invoices and find the invoice you want, then click the three-dots (⋮) menu on that row and select Copy to QuickBooks.

Copy to QuickBooks action in the OneSuite invoices list

Once an invoice has been copied, the menu shows "Already synced to QuickBooks" instead, so you never create a duplicate.

How the invoice looks in QuickBooks

Either route produces the same thing: a normal invoice in QuickBooks Online, open and editable like any other. The customer, invoice number, line items, quantities, rates, discounts, and totals are all displayed in the invoice. Below, a OneSuite invoice for $164.90 has been created for the client Debu, with two service lines: Website UI/UX Design (2 × $50.00) and Backend API Development (1 × $70.00). A $5.10 discount is applied to the $170.00 subtotal, resulting in the final invoice total of $164.90.

A synced invoice open in QuickBooks Online, showing client Debu, Website UI/UX Design and Backend API Development service lines, a $5.10 discount, and a $164.90 invoice total

QuickBooks assigns its own document number, so the Invoice no. field mirrors the OneSuite invoice reference rather than your QuickBooks numbering sequence. Terms is left blank for you to set — the due date still comes across.

What gets copied

Here is exactly what OneSuite sends across when an invoice is copied, either way.

Invoices

Customer (matched to an existing QuickBooks customer, or created if needed)
Line items, mapped to QuickBooks Products and Services by name
Amounts, discounts, and the invoice currency
Due date

Payments

Recorded against the matching QuickBooks invoice
Posted to your chosen deposit account (or Undeposited Funds)

In QuickBooks, a payment lives on its own payment transaction — look under Sales → Payments, not only on the invoice.

Where it appears

Settings

Settings → Integrations → Accounting

Connect, configure, and disconnect your QuickBooks Online company, and see your current connection status.

Invoices

Invoices list (⋮ menu)

The Copy to QuickBooks action for pushing unsent or older invoices across manually.

Per invoice

Invoice details

QuickBooks sync activity for that individual invoice, so you can confirm what was copied and when.

Removing the integration

Uninstallation

Disconnect whenever you need to — your configuration is kept for next time.

Disconnect in OneSuite

Go to Settings → Integrations → Accounting and open the QuickBooks settings, then click Disconnect QuickBooks in the top right and confirm. This immediately revokes the connection to your QuickBooks Online company.

Help & FAQs

Troubleshooting

Common issues and how to resolve them.

"Reconnect your QuickBooks company"

Your connection expired or was revoked in QuickBooks. Go to Settings → Integrations → Accounting and click Connect on the QuickBooks card again.

An invoice didn't copy

Make sure QuickBooks is connected, then open the invoice list and use the ⋮ → Copy to QuickBooks action to copy it manually.

Do changes made in QuickBooks sync back to OneSuite?

No. Sync is one-way: OneSuite → QuickBooks. Editing an invoice or payment directly in QuickBooks Online has no effect on OneSuite, and QuickBooks-side payments aren't pulled back in.

A currency mismatch blocked the copy

The invoice currency doesn't match the customer's currency in QuickBooks. Either match the currencies, switch Currency validation to Allow, or enable multicurrency in your QuickBooks company for foreign currencies.

A product wasn't found in QuickBooks

OneSuite doesn't create a one-off product per line. Unmatched lines book to a single shared "Service" or "Product" item (depending on the line's type), filed under the income account you've set for that type — or your default Income account if none is set. If neither resolves, the sync fails and tells you which lines need an account.

A payment isn't showing on the invoice

Payments appear as their own transaction in QuickBooks under Sales → Payments, and land in your chosen deposit account.

I clicked "Copy to QuickBooks" but nothing changed

If the invoice was already copied, the menu shows "Already synced to QuickBooks" — the copy won't be duplicated.

I changed an item type's income account, but my invoices didn't move

The mapping sets the income account when OneSuite first creates the Service or Product item. After that, the account lives in QuickBooks. To change where existing invoices book, edit that item in QuickBooks (⚙ → Products and Services) and tick "Also update this account in historical transactions" if you want past invoices updated too.

A line went to the wrong income account

Easy to check! The account follows the line's Item type (Service or Product), so take a quick look at the Item type on the line first. If that's correct but the account still isn't what you expect, your "Service"/"Product" item in QuickBooks is simply filed under a different account — updating it there will sort it out.

Still stuck?

Our support team is happy to help. Include your invoice number and a screenshot of the error.

Contact support

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