Connect QuickBooks Online

What this guide covers

This guide walks you through connecting your QuickBooks Online account to JobsiteOn. You will learn how to authorize the connection, run the initial sync, understand what data moves between the two systems, and resolve common sync errors. The integration eliminates double-entry by keeping your contacts and invoices in sync automatically.

Before you begin

• You need Admin or Owner permissions in JobsiteOn to connect integrations.
• You need an active QuickBooks Online subscription (Simple Start, Essentials, Plus, or Advanced).
• You must be a QuickBooks Online admin or primary admin to authorize the connection.
• Close any other QuickBooks browser tabs before starting. Multiple active sessions can interfere with the authorization flow.

What syncs between JobsiteOn and QuickBooks

JobsiteOn entity	QuickBooks entity	Sync direction
Contacts	Customers	Bi-directional
Invoices	Invoices	JobsiteOn to QB
Pricebook items	Items	JobsiteOn to QB
Payments	Payments	Bi-directional

What does not sync

• Properties -- QuickBooks does not have a native location entity. Property addresses appear on synced invoices but are not stored as separate records.
• Quotes -- only finalized invoices sync. Draft quotes remain in JobsiteOn until converted to invoices.
• Jobs -- job records stay in JobsiteOn. The invoices linked to a job are what appear in QuickBooks.
• Team members -- user accounts and roles are managed separately in each system.

Step 1: Open the integrations page

1. Navigate to /settings from the left sidebar.
2. In the left sidebar of the settings page, click Integrations under the Workspace group.
3. Find the QuickBooks Online card on the integrations page.

If this is your first time connecting, the card shows a Connect button. If you have connected before and disconnected, it shows Reconnect.

Step 2: Start the authorization flow

1. Click Connect on the QuickBooks Online card.
2. A new browser window (or tab) opens with the Intuit authorization page.
3. Sign in to your QuickBooks Online account if prompted.
4. Review the permissions JobsiteOn is requesting:
   • Read and write customers -- for contact sync.
   • Read and write invoices -- for invoice sync.
   • Read and write items -- for pricebook sync.
   • Read and write payments -- for payment sync.
5. Click Connect to authorize.

After authorization, the window redirects back to JobsiteOn and closes automatically. The integrations page updates to show the connection status as Connected.

Note: If the authorization window does not close automatically, close it manually and refresh the integrations page. The connection should still be established.

Authorization errors

If the authorization fails:

• "Access denied" -- confirm you are an admin on the QuickBooks account.
• "Session expired" -- close all QuickBooks tabs, sign in fresh, and try again.
• Pop-up blocked -- allow pop-ups from app.jobsiteon.com in your browser settings.

Step 3: Run the initial sync

After connecting, JobsiteOn starts an initial sync automatically. This process:

1. Pulls existing customers from QuickBooks and matches them to JobsiteOn contacts by email address.
2. Pushes new contacts from JobsiteOn that do not have a match in QuickBooks.
3. Pushes pricebook items to QuickBooks as Items.
4. Pushes existing invoices that have not yet been synced.

The initial sync can take a few minutes depending on the size of your data. A progress indicator appears on the integrations page.

Matching logic

• Contacts are matched by email address. If a JobsiteOn contact and a QuickBooks customer share the same email, they are linked automatically.
• Unmatched contacts on either side are created as new records in the other system.
• Pricebook items are matched by name. If names match exactly, the records are linked.

Tip: Before connecting, clean up your contact records in both systems. Merge duplicates and standardize email addresses to improve the quality of the automatic matching.

Step 4: Verify the initial sync

After the progress indicator shows completion:

1. Open /contacts in JobsiteOn. Spot-check a few contacts and verify that names and emails match QuickBooks.
2. Open QuickBooks and check the Customers list. Newly synced contacts from JobsiteOn should appear.
3. Check the Invoices tab in both systems. Any invoices pushed from JobsiteOn should appear in QuickBooks.
4. Open the Sync Log on the integrations page to review a row-by-row summary of what was synced, matched, or skipped.

Understanding the sync log

The sync log shows:

• Entity -- contact, invoice, item, or payment.
• Direction -- pushed to QB or pulled from QB.
• Status -- synced, matched, skipped, or error.
• Details -- a brief explanation for skipped or errored records.

Use the sync log to identify records that need manual attention.

Step 5: Ongoing sync behavior

After the initial sync, the integration runs automatically:

• Real-time pushes -- when you create or update a contact, invoice, or pricebook item in JobsiteOn, the change pushes to QuickBooks within a few minutes.
• Periodic pulls -- JobsiteOn checks QuickBooks for new or updated customers and payments on a regular schedule (approximately every 15 minutes).
• Conflict handling -- if the same record is edited in both systems between sync cycles, the most recent change wins. The sync log records which version was kept.

Manual sync

If you need changes to sync immediately:

1. Go to the integrations page.
2. Click Sync Now on the QuickBooks Online card.
3. The system runs a full comparison and pushes/pulls any pending changes.

Step 6: Disconnect QuickBooks

If you need to disconnect the integration:

1. Go to /settings > Integrations.
2. Click the overflow menu (...) on the QuickBooks Online card.
3. Select Disconnect.
4. Confirm the action.

Disconnecting stops all syncing. Records that have already been synced remain in both systems. No data is deleted from either side.

To reconnect later, click Reconnect and go through the authorization flow again. The integration will re-match records using the same logic as the initial sync.

Handling sync errors

Sync errors appear in the sync log with a red Error status. Common causes and fixes:

"Customer not found in QuickBooks"

The contact was deleted in QuickBooks after the initial link was established. Re-create the customer in QuickBooks or unlink the contact in JobsiteOn and let the next sync create a new QuickBooks customer.

"Duplicate customer name"

QuickBooks requires unique customer display names. If two JobsiteOn contacts have the same name and both try to sync, one will error. Rename one of the contacts to be unique (e.g., add a company name or middle initial).

"Invoice total mismatch"

This occurs when the invoice total in JobsiteOn does not match what QuickBooks calculates based on line items and tax. Check the invoice line items and tax settings in both systems.

"Authentication expired"

QuickBooks tokens expire after a set period (typically 100 days). When this happens, go to the integrations page and click Reconnect to re-authorize.

"Rate limit exceeded"

QuickBooks limits the number of API calls per minute. This error resolves itself automatically. Wait a few minutes and click Sync Now to retry.

Best practices

• Connect early in your setup. The fewer records you have, the simpler the initial sync. Connecting after months of data accumulation means more manual matching work.
• Use consistent emails. The email address is the primary matching key. Keep emails consistent across both systems.
• Check the sync log weekly. A quick review catches errors before they compound. Fixing one contact mismatch today prevents cascading invoice errors next week.
• Do not edit synced records in both systems. Choose one system as the source of truth for each entity type. Edit contacts in JobsiteOn and let the sync push changes to QuickBooks.
• Keep QuickBooks items up to date. If you rename a pricebook item in JobsiteOn, the synced item in QuickBooks updates automatically.

Troubleshooting

The Connect button does nothing

Allow pop-ups from app.jobsiteon.com in your browser. The authorization flow opens in a new window that may be blocked by your browser's pop-up blocker.

The initial sync has been running for over 30 minutes

For very large datasets (10,000+ contacts or invoices), the initial sync can take up to an hour. If it runs longer, check the sync log for errors that may be blocking progress.

Invoices are not appearing in QuickBooks

1. Verify the invoice is finalized (not a draft) in JobsiteOn.
2. Check the sync log for errors on that specific invoice.
3. Click Sync Now to force a sync cycle.

A contact appears twice in QuickBooks after connecting

This happens when the email-based matching fails to link the records. Merge the duplicate in QuickBooks, then check the sync log to confirm the link is established.

FAQ

Can I connect multiple QuickBooks accounts to one workspace?

No. Each workspace connects to one QuickBooks Online company at a time.

Does the integration work with QuickBooks Desktop?

No. Only QuickBooks Online is supported.

Will disconnecting delete my data?

No. Disconnecting stops syncing but does not delete any records in either system.

Can I choose which invoices to sync?

All finalized invoices sync automatically. There is no per-invoice toggle. If you do not want an invoice in QuickBooks, void it in JobsiteOn before it syncs.

Is the connection secure?

Yes. The integration uses OAuth 2.0 for authorization and encrypted HTTPS for all data transfers. JobsiteOn does not store your QuickBooks password.

How much does the QuickBooks integration cost?

The integration is included in your JobsiteOn plan at no additional cost. QuickBooks Online subscription fees are separate.

Related articles

• Navigate the Settings Page
• Create and Manage Contacts
• Create and Manage Invoices
• Manage Pricebook Services and Parts