Integrating QuickBooks with Productive allows you to 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.
In this article, we'll cover the initial setup and show what sending invoices to QuickBooks looks like.
Integrating your QuickBooks account with Productive is available on the Professional and Ultimate subscription plans.
Linking Your QuickBooks Account To Productive
To link your Productive account to QuickBooks:
Log into Productive and your QuickBooks account
Go to Settings > App Marketplace
Find QuickBooks in the list and click Connect to QuickBooks
If you have created multiple subsidiaries in Productive, you will need to select the one you wish to connect to your QuickBooks account. Once selected, click Next.
Setting Up The Integration
1) Mapping Tax Rates
Tax rate mapping is mandatory in the integration setup and cannot be skipped.
By mapping your tax rates from Productive to QuickBooks, you enable tax details to be sent directly to your accounting tool per invoice line item, eliminating the need for manual tax entry during the invoice export.
Each tax rate in Productive must be mapped to a corresponding tax rate in QuickBooks.
All tax rates defined in Productive must be mapped to avoid errors during the export.
2) Invoice Number Generation
Determine whether QuickBooks or Productive will be responsible for generating invoice numbers.
3) Invoice PDF Generation
Choose whether QuickBooks or Productive should generate the PDFs for your invoices.
4) Payment Synchronization
Decide whether invoice and expense payments logged in QuickBooks should be visible in your Productive account.
Note that this synchronization is unidirectional, happening only from QuickBooks to Productive, not the other way around.
Good to Know
With the payment sync on, any payment edits or deletions made in QuickBooks will also be mirrored in Productive.
5) Memo Field Information
Select the type of information from Productive that will be sent to the Memo field in QuickBooks.
Options include the subject of the invoice, information from the note field, PO number, or data from the invoice custom field.
Invoice Settings
1) Default QuickBooks Item
Following the general integration settings, you can select a default item in QuickBooks to which your invoices will be assigned.
2) Mapping Productive Service Types to QuickBooks Accounting Items (Optional)
Service types not mapped will use the default QuickBooks item chosen in the previous step.
Expense Settings
You can enable sending expenses from Productive to your QuickBooks account here.
For detailed steps, refer to our guide on setting up expense syncing with QuickBooks.
Good to Remember: If you enabled the "Synchronize payments from QuickBooks to Productive" toggle in the first integration setup screen, marking an expense as paid in QuickBooks will also be visible in Productive.
Copying Invoices To QuickBooks
After you have integrated QuickBooks with Productive, when creating an invoice, a new button "Copy to QuickBooks", will be accessible on the invoice creation screen.
After selecting Copy to QuickBooks, you'll be prompted to select the customer (Bill To). If the customer does not exist and you leave this blank, QuickBooks will automatically create one.
Copying An Invoice To QuickBooks After It Has Already Been Copied
If you've previously copied an invoice to QuickBooks and need to make updates or create a new one, open the invoice and hover over the "Invoice Copied" option. From there, you can choose to update the existing invoice or create a new one.
A) Choosing "Update existing" will modify the previously copied invoice in QuickBooks. If the invoice has been copied multiple times, only the last copy will be updated.
B) Selecting "Create new" will generate a new invoice in QuickBooks, even if a copy already exists.
Editing or Disconnecting the QuickBooks Integration
1) Go to Settings > App Marketplace and locate QuickBooks.
2) Select Edit (the pencil icon) to adjust any settings for the integration.
3) Select Delete (the bin icon) to remove the integration.
