QuickBooks Online
Current QuickBooks Online support and limits in SettleWise
SettleWise supports a focused QuickBooks Online integration for operational finance workflows. It helps keep supported customers, products, invoices, payments, credit documents, and register/account data aligned between systems. It is not a full replacement for every QuickBooks accounting workflow.
Overview
SettleWise syncs automatically with QuickBooks Online to keep supported operational data up to date. Once connected, supported entities flow between the two systems without manual exports or duplicate entry.
Current Support
| Area | Status | Details |
|---|---|---|
| Customers | Supported in core | Supported customer changes sync between systems. |
| Products / items | Supported in core | Supported product and service items sync as QuickBooks Items. |
| Invoices | Supported in core | Supported invoice creation and updates sync with source-aware protections. |
| Payments | Supported in core | Supported payment posting and inbound payment updates sync between systems. |
| Credit memos / refunds | Supported in core | Supported credit memo and refund receipt flows sync. Customer-to-customer Transfer Credit does not sync to QuickBooks. |
| Registers / chart of accounts | Supported in core | QuickBooks accounts can sync into SettleWise registers, and supported related register activity can mirror into SettleWise. |
| Payout / vendor expense sync | Scoped support | Available only in specific flows such as the Payout add-on. It is not part of the core QuickBooks promise. |
| QuickBooks Desktop | Not supported | SettleWise supports QuickBooks Online only. |
| Full QuickBooks replacement | Not supported | Payroll, accounts payable / bills, taxes, close, broader bookkeeping workflows, and a generic self-serve leave-QuickBooks migration are out of scope today. |
QuickBooks-originated records remain source-aware after sync. Some edit or delete actions for QB-originated records still need to be handled in QuickBooks.
Setup
See QuickBooks Connection for the complete OAuth setup walkthrough with the video guide.
Important: In QuickBooks, keep Automatically apply credits turned off under Settings -> Account and settings -> Advanced -> Automation. If QuickBooks auto-applies credits, SettleWise credit sync can become misaligned.
Transfer Credit between customers is a SettleWise-only adjustment. It will not create a QuickBooks CreditMemo or move credit between QuickBooks customers.
Field Mapping
SettleWise maps its data to QuickBooks fields as follows:
| SettleWise Field | QuickBooks Field |
|---|---|
| Customer Name | Customer Display Name |
| Customer Email | Primary Email |
| Invoice Number | Doc Number |
| Invoice Amount | Total Amount |
| Invoice Due Date | Due Date |
| Payment Amount | Payment Amount |
| Payment Method | Payment Method Ref |
| Payment Date | Txn Date |
| Credit Memo Amount | Credit Memo Total |
Sync Behavior
- Async and event-driven: Most supported changes sync automatically after the triggering action
- Usually fast: Many syncs finish within seconds, but some initial or full sync operations take longer
- Non-blocking: SettleWise work usually completes even if QuickBooks is temporarily unavailable
- Retry-aware: Many transient failures are retried automatically, but persistent connection, validation, or mapping errors still need manual action
- Idempotent: Re-syncing the same data should not create duplicates
Not every QuickBooks feature syncs. Use the Current Support table on this page as the boundary for what SettleWise currently supports.
Troubleshooting
Connection Expired
QuickBooks OAuth tokens expire periodically. If sync stops working:
- Go to Settings → Integrations → QuickBooks
- Click Reconnect to re-authorize
- Follow the QuickBooks login flow
- Supported sync resumes once reconnected
Duplicate Customers
If a customer exists in both systems before connecting, SettleWise attempts to match by name and email. Unmatched duplicates may need manual merging:
- Identify the duplicate in the sync history
- Merge the customers in QuickBooks
- Re-sync to update the mapping
Sync Errors
Common sync errors and solutions:
| Error | Cause | Solution |
|---|---|---|
| Auth expired | OAuth token expired | Reconnect QuickBooks in Settings |
| Duplicate name | Customer name already exists in QB | Merge or rename the customer |
| Invalid account | Mapped account deleted in QB | Update account mapping in Settings |
| Rate limited | Too many API calls | Wait and let automatic retries finish; if the error persists, retry after the connection stabilizes |
Sync Conflict Resolution
When the same customer is updated in both systems simultaneously:
- Last-write wins for simple fields (name, email, phone)
- Source-aware ownership applies for supported operational records created in SettleWise vs QuickBooks
- QuickBooks remains the source of truth for chart of accounts, tax settings, and QB-only accounting configuration