Integrating QuickBooks Online with Productive allows send invoices from Productive to your QuickBooks account. When configuring the integration, you can also enable additional features to keep your financial data in sync between both platforms:
Invoice payment synchronization
When you mark an invoice as paid in QuickBooks (including partial payments or tranches), the status can automatically be updated in Productive. Find out more about it here.
Send expenses to QuickBooks
Send budget expenses from Productive to QuickBooks to ensure accurate financial tracking and reporting.
Expense payment synchronization
When an expense is marked as paid in QuickBooks, it can also be marked as paid in Productive.
Follow the steps below to set up the integration to send expenses and sync their payments!
The option to export expenses to QuickBooks and sync their payments back to Productive is available on the Professional and Ultimate plans.
Setting Up the Integration
#1 Link Your QuickBooks Account to Productive
Navigate to Settings > App marketplace.
Find QuickBooks Online in the list and click "Connect app".
A new window will open asking for permission to connect to QBO. Enter your QBO credentials to complete the connection.
#2 Enable the Invoice and Expense Payment Sync
To enable payment synchronization, toggle "Synchronize payments from QuickBooks to Productive". This will allow invoices and expenses marked as paid in QuickBooks to automatically update as paid in Productive.
Note: The sync is one-way, from QuickBooks to Productive!
#3 Enable Sending Expenses to QuickBooks
Navigate to the Expenses card in the integration setup to further configure the integration settings.
Check the box to enable exporting expenses to QuickBooks.
Note: Enabling the Expenses sync will make the expense payment section visible for all expenses in the organization (this can be turned off if you disable the QuickBooks expense sync).
Find out more about expense settings here.
#4 Select Default Expense Account Code
Choose the default QuickBooks expense account code where expenses from Productive will be recorded.
Default QuickBooks Payment Type: Set the default payment method (e.g., cash, card, or check) that QuickBooks will use when recording paid expenses from Productive.
Default QuickBooks Bank Account Code: Select the QuickBooks bank account that will serve as the source of funds for synced expenses from Productive.
#5 Map Service Types to QuickBooks Account Codes (Optional)
You can map specific service types in Productive to QuickBooks account codes for more organized and flexible expense tracking.
For example, expenses under the "Admin work" service type can be directed to a specific expense account in QuickBooks.
#7 Save Integration Settings
Click "Save" to apply the integration settings. A green checkmark will indicate that the setup is complete.
You can edit the integration settings at any time if needed.
#8 Ready to Sync Expenses and Expense Payments!
Now that your setup is complete, you are ready to send expenses to QuickBooks.
Check out this guide for details on how to do it.
Best Practices
Regularly Review Sync Settings
Periodically review and update your sync settings to ensure accuracy and alignment with your financial management practices.Monitor Sync Status
Keep an eye on the sync status and address any error messages promptly to maintain smooth operations.