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QuickBooks Online Integration

Set up and manage QuickBooks Online sync for customers, invoices, and payments

QuickBooks Online Integration

DrillerDB offers full bidirectional integration with QuickBooks Online, eliminating double-entry and keeping your financial records in sync automatically.

Quick Start: Connect QuickBooks

  1. Go to Settings > Integrations > QuickBooks Online
  2. Click Connect to QuickBooks
  3. Sign in to your QuickBooks account
  4. Select your company file
  5. Grant permissions and return to DrillerDB

Enable real-time bidirectional sync for the best experience. This ensures invoices and payments stay synchronized between systems automatically.

Step-by-Step Workflow

  1. Go to Settings > Integrations > QuickBooks Online
  2. Click Connect to QuickBooks
  3. Sign in to your QuickBooks account
  4. Select your company file
  5. Grant permissions and return to DrillerDB

Setting Up QuickBooks

Initial Connection

To connect QuickBooks Online:

  1. Go to Settings > Integrations > QuickBooks Online
  2. Click Connect to QuickBooks
  3. Sign in to your QuickBooks account
  4. Select the company file to connect
  5. Grant DrillerDB the requested permissions
  6. 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
  • On a standard (single-entity) account, one QuickBooks company is connected at a time - to switch, disconnect and reconnect
  • On an Enterprise account with multiple billing entities, each entity connects its own QuickBooks company independently (one QuickBooks company per entity). See Managing Multiple Companies & Branches

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 Contacts → 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:

  1. Go to Settings > Integrations > QuickBooks
  2. Click Disconnect
  3. Confirm the action
  4. All previously synced data remains in both systems

You can reconnect at any time without losing data.

Troubleshooting

It says "not connected" right after you reconnected?

The connection status is read when the page opens, so it can show a stale "not connected" from before you reconnected. Reload the Settings > Integrations page. A fresh load clears the old status and shows the real one. If it still looks wrong after a reload, check that you are looking at the QuickBooks Online connection and not a different accounting integration.

Sync stopped, or you got a "Please reconnect your accounting integration" message?

This almost always means the QuickBooks access token expired. QuickBooks Online tokens expire on a schedule, and when one lapses, syncing quietly stops until you reconnect.

  1. Go to Settings > Integrations > QuickBooks Online
  2. Re-authorize: sign in to QuickBooks again and approve access
  3. Check the Activity Log to confirm records start syncing again

Reconnecting re-links the same QuickBooks company, so your customers and invoices stay matched. It does not create duplicates.

Sync not working, but the connection still shows active?

  • Check the Activity Log for sync errors on individual records
  • A single record can stall behind a missing QuickBooks item or a duplicate customer - see the sync error fixes above under Handling Sync Errors

Duplicate customers?

  • Use customer mapping to link existing records
  • Enable auto-matching by email or name

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