QuickBooks Online

You can link your Productive account to QuickBooks Online with a couple of clicks. Send invoices from Productive straight to QuickBooks.

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Written by Kresimir
Updated over a week ago

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This integration enables you to send invoices from Productive to your QuickBooks Online account.

Table of contents

1. How to link your QuickBooks Online account to Productive

To link your Productive account to QuickBooks Online:

  1. Log into Productive

  2. Go to Settings > App Marketplace

  3. Find QuickBooks Online in the list and click Connect App

If you have created multiple subsidiaries in Productive, you will need to select the one you wish to integrate. Click on Connect to QuickBooks and log in to your Intuit Account (which includes QuickBooks Online) to finish the authentication.

2. Setting up the integration

After the authentification in QuickBooks has finished, you will now decide:

  • which system will generate invoice numbers

  • which system will generate invoice PDFs

  • should payments be synchronized or not (this is done only from the accounting system to Productive and not vice-versa)

  • choose what type of information will be sent from Productive to the Memo field in QuickBooks: It can be the subject of the invoice, information from the note field, PO number, or the data from the invoice custom field

Next, you can choose a default item where the service types will be sent in QuickBooks, or you can link service types in Productive to individual QuickBooks items:

3. How to use this integration

When creating an invoice, a new button will appear in the invoice creation screen - Copy data to QuickBooks:

If the customer does not exist and you leave this blank, QuickBooks will automatically create one:

You can also select a tax from QuickBooks. If you don't select the tax, your invoice in QuickBooks will contain no tax. Tax from Productive is not copied in QuickBooks.

๐Ÿ’ก Please note that this integration does not support syncing expenses created in Productive, or vice versa.

Copying an invoice to Quickbooks after it has already been copied

If you've already copied the invoice to Quickbooks and wish to update it or create a new one, open that invoice and hover over the Invoiced copied option where you will be able to Update the existing invoice or Create a new one:

By selecting Update existing, the system will update the invoice that was previously copied to QuickBooks. If the invoice was copied to QuickBooks several times, only the last one that was copied will be updated.

Create new will create a new invoice in QuickBooks (a duplicate if it had already been copied).

4. Disconnecting QuickBooks Online from Productive

  1. Go to Settings > App Marketplace

  2. Click on the trash can icon on your QuickBooks integration button

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