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QuickBooks Online Integration
QuickBooks Online Integration

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

Updated over a week ago

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

When you integrate your Productive account with QuickBooks Online you can also enable the payments sync with Productive. In other words, when you mark an invoice as paid in QuickBooks, that status will reflect in Productive as well.​ This also applies to partial payments or payments in tranches.

Linking 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.

Setting Up The Integration

After completing the authentication process in QuickBooks, you'll need to make several decisions:

1. Invoice Number Generation:

Determine whether QuickBooks or Productive will be responsible for generating invoice numbers.

2. Invoice PDF Generation:

Choose whether QuickBooks or Productive should generate the PDFs for your invoices.

3. Payment Synchronization:

Decide whether payments should be synchronized. Please note that this synchronization is unidirectional, happening only from QuickBooks to Productive, not the other way around.

4. 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.

Following that, you have the option to either select a default item in QuickBooks where the service types will be sent or you can establish links in Productive between service types and specific items in QuickBooks:

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.

Following that, you'll be prompted to fill in the following settings:

1) Customer

2) Tax rate

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

You also have the option to choose a tax from QuickBooks. If no tax is selected, the resulting invoice in QuickBooks will not include any tax. It's important to remember that taxes from Productive are not mirrored in QuickBooks.

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.

Payments Sync

If you have not enabled it while setting up the integration, enable the payments sync at a later date by:

1) Navigating to Settings > App Marketplace > QuickBooks
2) Clicking the pencil icon to edit the integration

3) Toggling the "Synchronize payments from QuickBooks to Productive" option on

With this on, if you mark an invoice as paid in QuickBooks, the status will also reflect in Productive.

Any payment edits or deletions made in QuickBooks will also be mirrored in Productive.

Note that the sync is 1-way (QuickBooks Productive), meaning that if an invoice is marked as paid in Productive, this change will not be taken into account in QuickBooks.

Note that the integration doesn't support syncing expenses generated in Productive!

Disconnecting QuickBooks Online From Productive

  1. Go to Settings > App Marketplace

  2. Click on the bin icon on your QuickBooks integration button

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