QuickBooks Online Integration

What syncs, and in which direction

Qvian is the system of record for operations — sales, stock, reservations, payroll. QuickBooks receives the resulting accounting entries. The sync is one-way: Qvian pushes to QuickBooks. Entries are not pulled back, so QuickBooks never overwrites operational data.

Common Tasks

How to Connect QuickBooks Online (link QuickBooks, connect QBO, set up QuickBooks)

Authorise Qvian to write into your QuickBooks company.

Required permission: Organization administrator or owner

Before you start: You can sign in to the QuickBooks Online company you want to connect, with rights to authorise an app.

1. Go to Settings → Integrations → QuickBooks in the left sidebar
2. On the Overview tab, start the connection
3. Sign in to QuickBooks and choose the company to connect
4. Authorise the connection and return to Qvian

Result: The connection shows as active on the Overview tab. Nothing syncs until accounts are mapped.

Note: Connect the right company. Authorising a test or personal company and then syncing into it is tedious to reverse.

How to Map Accounts (account mapping, chart of accounts mapping, match accounts)

Tell Qvian which QuickBooks account each of its accounts corresponds to. Nothing can sync until this is done.

Required permission: Accounting (manager or administrator)

1. Go to Settings → Integrations → QuickBooks and open Account Mapping
2. Review the AI-suggested mapping for each Qvian account — suggestions are proposals, not decisions
3. Correct any that are wrong, and set the ones with no suggestion
4. Pay particular attention to revenue, cost of goods sold, tax and bank accounts, where a wrong mapping distorts the accounts most
5. Save the mapping

Result: Each Qvian account has a QuickBooks counterpart and entries can be synced.

Note: Check every AI suggestion before accepting it. The suggestions are good at obvious matches and will confidently propose something plausible for an account it does not really understand.

How to Choose Sync Granularity (sync detail, summary or detailed sync, how much detail)

Decide whether QuickBooks receives every transaction or a daily summary.

Required permission: Accounting (manager or administrator)

1. Go to Settings → Integrations → QuickBooks and open Overview
2. Choose the granularity for the sync
3. Save

Result: Subsequent syncs send entries at the level of detail you chose.

Note: Granular gives your accountant full detail but a large volume of entries. Summarised keeps QuickBooks tidy but means tracing a figure sends you back to Qvian. If your accountant investigates individual transactions in QuickBooks, choose granular.

How to Preview Before Syncing (pending sync, what will be sent, preview entries)

See exactly what is about to be written to QuickBooks before it goes.

1. Go to Settings → Integrations → QuickBooks
2. Open the pending sync preview
3. Review the entries queued and the accounts they will hit
4. Correct anything wrong in Qvian first — a wrong mapping is easier to fix before the entry exists in QuickBooks
5. Run the sync

Result: The previewed entries are created in QuickBooks and appear in the sync history.

Note: Preview the first sync in full. Once you are confident the mapping is right, later syncs need less scrutiny.

How to Check What Has Been Synced (sync history, did it sync, sync failed)

Confirm entries reached QuickBooks and investigate any that did not.

1. Go to Settings → Integrations → QuickBooks and open History
2. Review recent sync runs and their outcome
3. Open any failed entry to see the reason
4. Fix the cause — usually a missing mapping or an account that has been made inactive in QuickBooks — and sync again

Result: You can account for every entry: synced, or failed with a reason.

How to Disconnect QuickBooks (unlink QuickBooks, stop syncing, remove QuickBooks)

Stop syncing, without removing anything already in QuickBooks.

Required permission: Organization administrator or owner

1. Go to Settings → Integrations → QuickBooks and open Overview
2. Disconnect the integration

Result: Syncing stops and Qvian no longer has access to the QuickBooks company. A confirmation reads Disconnected from QuickBooks. Entries already in QuickBooks stay there.

Note: Disconnecting does not remove synced entries from QuickBooks. If you reconnect later, check the mapping before syncing again so the same period is not sent twice.

Before you turn the sync on

• Decide the cut-over date — the point from which Qvian is the source. Everything before it stays as it is in QuickBooks.
• Agree with your accountant who enters what, so the same transaction is never keyed in both systems.
• Make sure your chart of accounts is settled. Mapping a chart you are about to reorganise means doing the mapping twice.