QuickBooks Online Integration
DrillerDB offers full bidirectional integration with QuickBooks Online, eliminating double-entry and keeping your financial records in sync automatically.
Setting Up QuickBooks
Initial Connection
To connect QuickBooks Online:
- Go to Settings > Integrations > QuickBooks Online
- Click Connect to QuickBooks
- Sign in to your QuickBooks account
- Select the company file to connect
- Grant DrillerDB the requested permissions
- Return to DrillerDB to confirm the connection
The integration requires these QuickBooks permissions:
- Read and write customers
- Read and write invoices
- Read and write payments
- Read items and products
Company Selection
If you have multiple QuickBooks companies:
- Select the correct company during authorization
- Only one company can be connected at a time
- To switch companies, disconnect and reconnect
Sync Configuration
What Gets Synced
DrillerDB syncs these data types with QuickBooks:
Customers
- Company name and contact information
- Billing and shipping addresses
- Phone numbers and email addresses
- Customer type and status
Invoices
- Invoice number and date
- Line items with descriptions and amounts
- Tax information
- Payment terms
- Due dates
Payments
- Payment amount and date
- Payment method
- Applied invoice references
- Deposit account
Items/Products
- Service items from proposals
- Product descriptions
- Unit prices
- Income accounts
Sync Direction
Choose how data flows between systems:
- DrillerDB to QuickBooks - Invoices created in DrillerDB push to QuickBooks
- QuickBooks to DrillerDB - Payments recorded in QuickBooks sync back
- Bidirectional - Full two-way sync (recommended)
Sync Frequency
Set how often data syncs:
- Real-time - Syncs immediately when data changes
- Hourly - Syncs every hour
- Daily - Syncs once per day at scheduled time
Real-time sync is recommended for most businesses to ensure data consistency.
Field Mapping
Customer Mapping
Map DrillerDB customer fields to QuickBooks:
- DrillerDB Rolodex → QuickBooks Customer
- Display name format options
- Address field mapping
- Custom field synchronization
Invoice Mapping
Configure how invoices are created:
- Invoice number format
- Income account assignment
- Tax code application
- Default payment terms
- Memo field content
Item Mapping
Map proposal line items to QuickBooks items:
- Service item creation rules
- Description formatting
- Rate synchronization
- Item categories
Sync Status
Monitoring Sync Activity
View sync status in the integration dashboard:
- Last successful sync timestamp
- Number of records synced
- Any sync errors or warnings
- Pending items awaiting sync
Sync Logs
Access detailed sync logs showing:
- Individual record sync events
- Success and failure status
- Error messages and resolutions
- Timestamp for each operation
Handling Sync Errors
Common sync errors and solutions:
Duplicate Customer Error
- Occurs when customer exists in both systems
- Manually match customers to resolve
- Use customer mapping tool
Missing Item Error
- QuickBooks requires items to exist first
- Create items in QuickBooks or enable auto-creation
- Map DrillerDB services to existing items
Permission Error
- Re-authorize QuickBooks connection
- Verify all required permissions granted
Advanced Settings
Auto-Creation Rules
Configure automatic record creation:
- Auto-create Customers - Create QuickBooks customers automatically
- Auto-create Items - Create service items as needed
- Default Account - Income account for new items
- Tax Settings - Automatic tax code application
Conflict Resolution
When data conflicts occur, choose priority:
- QuickBooks takes precedence
- DrillerDB takes precedence
- Manual review required (safest option)
Selective Sync
Choose which records to sync:
- Sync all customers or only active
- Sync paid invoices or all
- Filter by project status
- Date range restrictions
Disconnecting QuickBooks
To disconnect QuickBooks:
- Go to Settings > Integrations > QuickBooks
- Click Disconnect
- Confirm the action
- All previously synced data remains in both systems
You can reconnect at any time without losing data.