Canonical: https://app.steadystatecrew.com/help/quickbooks-sync

# Connect QuickBooks Online and sync your sales

Connect QuickBooks Online from Settings, map where each kind of sale lands, and choose a sync start date. Paid jobs, tips, fees and refunds then go to QuickBooks every night, one way only, and nothing in QuickBooks is edited or deleted.

Connect QuickBooks Online from **Settings**, map where each kind of sale lands, and choose a sync start date. Paid jobs, tips, fees and refunds then go to QuickBooks every night, one way only, and nothing in QuickBooks is edited or deleted.

## Before you start

Only the shop owner can connect, change or disconnect QuickBooks. The app works with QuickBooks Online US: only companies in US dollars can be connected, and one QuickBooks company can be connected to one shop at a time. If QuickBooks is not set up for your copy of the app, the row in **Settings** says **Not configured**.

## Steps

1. Sign in as the owner and open **Settings**. In the **Integrations** section, next to **QuickBooks Online**, select **Open**. The page is called **QuickBooks**; once you are signed in, [open the QuickBooks page](https://app.steadystatecrew.com/app/settings/integrations/quickbooks) directly.

2. Select **Connect to QuickBooks**, sign in to Intuit and pick the company to connect. Back in the app the page says "QuickBooks connected." and "Finish the mapping to start syncing."

3. Under **Mapping**, choose where each kind of sale lands in QuickBooks. Select **Refresh lists** if you just added an item or account in QuickBooks.
   - **Cleaning service item**: base clean, zone surcharge, minimum job and adjustments.
   - **Tip item** and **Fee item (late cancel and no-show)**.
   - **Discount account** and **Deposit account** (Undeposited Funds or a Stripe clearing account; refunds come out of it too).
   - **Sales tax code**, or **No tax lines**.
   - **Payment methods**: **Card**, **Cash**, **Check**, **Zelle** and **Other**.
   - Under **Add-ons**, an add-on without its own item uses the cleaning service item.
   - **Invoice later for unpaid jobs**: turn it on if unpaid finished jobs should become Invoices.

4. Set the **Sync start date**. Only money on or after that date is sent. It can move back up to 90 days before the connect date, and it cannot be in the future.

5. Select **Save mapping**. The page says "The mapping is complete." when nothing is missing; otherwise it lists "Still missing:" and the fields.

## What happens next

- **What syncs.** Customers, matched by email and created if they are not in QuickBooks yet; paid jobs as Sales Receipts, with add-ons, discounts and sales tax as separate lines; with **Invoice later for unpaid jobs** on, unpaid finished jobs as Invoices and their payments when they come in; tips, late-cancel and no-show fees; and refunds.
- **When.** Every night. The owner can also select **Sync now**; if you press it too often the page tells you when it is available again.
- **One way.** Data goes from the app to QuickBooks only. The app creates documents and voids an Invoice when its job is canceled before payment. It never edits or deletes anything else in QuickBooks.
- **The status.** **Last sync** shows the counts: Synced, Waiting, Failed and Conflicts. Rows in the **Sync log** can be filtered by **Failed**, **Conflicts** or **Everything**.
- **Reconnect before access ends.** Intuit limits how long one connection lasts. When the end is less than 30 days away, the QuickBooks page shows the date and a **Reconnect** button, and the owner gets one email with the date. Reconnect the same company; your mapping and sync history are kept.

## What we read and store from QuickBooks

The app asks Intuit for the accounting permission only.

- **Read:** the company name, home currency, country, and sales-tax and multicurrency settings; the active items, accounts, tax codes and payment methods for the mapping lists; a customer's QuickBooks ID, looked up by email, so no duplicate is created; and a document's version just before it is voided.
- **Written:** customers, Sales Receipts, Invoices, Payments and Refund Receipts, and voids of unpaid Invoices whose job was canceled.
- **Stored:** the company ID and name, a copy of the mapping lists, your mapping, the IDs of documents the app created, Intuit reference IDs for troubleshooting, and the sign-in tokens, encrypted.
- **Never:** your books, bank data, reports or other customers. QuickBooks data is never sold, shared, used for advertising or used to train AI models.

The [privacy policy](https://app.steadystatecrew.com/legal/privacy) and the [terms of service](https://app.steadystatecrew.com/legal/terms) have the details.

## If something goes wrong

- **"QuickBooks needs to be reconnected."** The page shows **Reconnect**. Syncing is paused and nothing is lost; reconnect the same QuickBooks company to pick up where it stopped.
- **A row says Failed.** Select **Retry** on the row; it is tried again on the next sync. **Open job** shows the job.
- **A row says Conflict.** The document was edited in QuickBooks after the app created it, so the app did not void it. Void it in QuickBooks by hand.
- **"Only QuickBooks companies in US dollars are supported."** or **"This QuickBooks company is already connected to another shop."** Connect a different company.
- **"Stopped: finish the mapping first."** Complete the mapping under step 3.
- **Nothing here helps.** See **Contact support** below.

## Contact support

Email support@steadystatetechnologies.com, or use the **Still stuck?** form at the bottom of this page. We reply within two business days. Include the shop name, what you were doing, and the Intuit reference from the row in the **Sync log** (it lets Intuit trace the request).

## Disconnect

In the app, open the **QuickBooks** page and select **Disconnect**, then **Disconnect** in the box titled "Disconnect QuickBooks?". Or in QuickBooks, open **Apps**, find this app under **My apps**, and choose **Disconnect**. Either way syncing stops and the app signs out of your QuickBooks company. Nothing already in QuickBooks is changed. The app keeps only the QuickBooks document IDs and your mapping for 30 days, so reconnecting the same company does not create duplicates; after that they are deleted.

## Related

[Connect Stripe to take cards](https://app.steadystatecrew.com/help/connect-stripe) · [Your plan, trial and booking page](https://app.steadystatecrew.com/help/plan-and-billing)