Connecting QuickBooks Online

The QuickBooks Online integration keeps your accounts payable invoices, customer orders, and payments in sync with QuickBooks, so you're not entering the same numbers twice.

Before You Start

• You need an existing QuickBooks Online company, with admin rights to approve the connection.
• A populated chart of accounts helps BarSight map things automatically, but isn't strictly required — BarSight can create missing accounts and items for you.
• Connecting and configuring requires Settings access (access level 27).
• Canadian businesses: you'll need to map your BarSight tax groups to your QuickBooks GST/HST tax codes as a one-time setup step (see below) — QBO rejects transactions without a valid tax code.

What This Integration Syncs

• AP Invoices → QBO Bills — your accounts payable invoices sync over as Bills whenever you save or update one.
• AP/PO Payments → QBO Bill Payments — payments you record against vendor bills sync automatically.
• Customer Orders → QBO Invoices and Order Payments → QBO Payments — your sales/order side syncs the same way, for accounts receivable.
• Vendors, GL accounts, and payment types — kept in sync as reference data between the two systems.

This is a one-way push from BarSight to QuickBooks for your day-to-day transactions — it's not a full two-way sync, and there's no bulk "import everything from QuickBooks" button.

Connecting QuickBooks

1. Go to Settings → Integrations.
2. Find QuickBooks Online and click Connect to Quickbooks.
3. Log into your QuickBooks Online company and approve the connection.
4. You'll land back on BarSight's setup page, where default accounts and items are checked and created automatically if needed.

[SCREENSHOT: QuickBooks Connect button on Settings → Integrations]

Configuring the Sync

After connecting, open Options to configure:

• Purchase Orders — turn syncing on, set a "sync after" date, and choose your default payment method/account and expense account.
• Customer Orders — turn syncing on, set a "sync after" date, and choose the QuickBooks items to use for Sales, Fees, Deposits, Credits, Tax, and Government Deposits.
• Vendors, GL Accounts, and Payment Types — each has its own manual "Sync with QBO" button if you need to push updates on demand.

[SCREENSHOT: QuickBooks Options page with Purchase Orders and Customer Orders sections]

Canadian Tax Code Mapping

QuickBooks Online for Canadian companies requires every synced line item to carry a valid GST/HST tax code. To set this up:

1. In QuickBooks, note your tax codes under Settings → Taxes.
2. In BarSight, go to the QuickBooks Options page and set a Default Non-Taxable Tax Code.
3. Map each of your BarSight tax groups to the matching QuickBooks tax code.
4. Use the Validate Tax Sync check to confirm nothing is left unmapped.

[SCREENSHOT: Tax code mapping section]

Tips and Limitations

• Vendors are matched to QuickBooks by name only, with no confirmation step — double-check vendor names match exactly to avoid linking to the wrong vendor.
• Customer records are created automatically the first time an order syncs — there's no separate bulk customer sync.
• Income (accounts receivable) payment types don't auto-sync and need to be set up manually in both systems; only expense payment types sync automatically.

Troubleshooting

Problem: An invoice or order isn't showing up in QuickBooks.

Solution: Check the "sync after" date on the Purchase Orders/Customer Orders options — anything dated before that cutoff won't sync automatically.

Problem: Canadian tax totals look wrong in QuickBooks.

Solution: Run the Validate Tax Sync check on the Options page to confirm every tax group has a mapped QuickBooks tax code.

Related Features

See the full list of available integrations on the API Integrations overview.