Connect QuickBooks Online

If your accountant works in QuickBooks Online, keep day-to-day billing in EVERJUST and sync the two. The connection does two things: it pulls your QuickBooks chart of accounts into the workspace, and it pushes posted customer invoices to QuickBooks. Both run when you click a button, so nothing changes in either system without you asking. It is a sync for ongoing bookkeeping, not a tool for migrating historical data.

What syncs (and what doesn't)

The limits, stated plainly:

• Customer invoices only, one way. Payments, vendor bills, products, and credit notes do not sync.
• No tax or item mapping. Each invoice line arrives in QuickBooks as a plain line at its tax-exclusive subtotal. There is no per-product item mapping and no tax-code mapping.
• Manual by design. Nothing pushes or pulls on a schedule. The only automatic part is the connection's access token, which refreshes every 12 hours.

Connect your QuickBooks company

You need administrator access in the workspace and a QuickBooks Online sign-in for your company.

1. Open Settings and find the QuickBooks Online block in the Invoicing section.
2. Enter or confirm the connection details: Environment (Production for a live company; Sandbox is for testing), Client ID, Client Secret, and Redirect URI. The redirect URI must exactly match the one registered with Intuit.
3. Save, then click Connect QuickBooks.
4. Sign in at Intuit and authorize access to your company.
5. You land back in Settings with a green banner showing the connected company ID and the access-token expiry.

Pull your chart of accounts

1. Go to Invoicing ▸ Configuration ▸ Pull QuickBooks Accounts, or use the Pull Chart of Accounts button in Settings once connected.
2. Click Pull Now.
3. Read the result: how many accounts were created and how many updated.

The pull is safe to repeat. Accounts are matched by their QuickBooks ID, then by account code, so re-running updates existing accounts instead of duplicating them. Accounts without a usable number in QuickBooks get a generated code. The pull is one-way; it never writes your workspace accounts back to QuickBooks.

See Chart of accounts & journals for how accounts and journals work in your books.

Push an invoice to QuickBooks

1. Open a posted customer invoice — see Create & send invoices.
2. Click Push to QuickBooks in the header. To push several at once, select them in the invoice list and run Push to QuickBooks from the actions menu.

What happens on push:

• If the customer does not exist in QuickBooks yet, it is created there with the name, email, and phone from the contact. Existing customers are matched by display name.
• The invoice number, dates, and lines carry over; each line lands at its tax-exclusive subtotal.
• The invoice form shows a read-only QuickBooks ID, and the push is logged in the invoice's chatter.
• Pushing the same invoice again updates it in QuickBooks rather than creating a duplicate.

Draft invoices can't be pushed — post first. Anything that isn't a customer invoice is refused with a message saying why.

When the connection needs renewing

While the connection is healthy there is nothing to maintain: the access token refreshes itself every 12 hours. Intuit's underlying authorization expires on a rolling window of roughly 100 days, and it can be revoked from the QuickBooks side. When it is revoked, or expiry is within 7 days, Settings shows a red banner saying the connection needs to be renewed. The fix:

1. Open Settings and find the QuickBooks Online block.
2. Click Connect QuickBooks.
3. Re-authorize at Intuit.

The same fix applies if a pull or push fails with "QuickBooks is not connected": reconnect, then run the sync again.

Related

• Invoicing — create and send the invoices you push.
• Chart of accounts & journals — the accounts the pull fills in.
• The accounting package — financial reports and deeper books inside your workspace, also enabled on request.