This article will guide you through the steps of connecting your QuickBooks Online account with Dubsado and configuring the integration.

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Before you start:

  • You'll need a QuickBooks Online account. Small Business, Essentials, Simple Start, and Plus plans are all supported.
  • QuickBooks Self Employed and the desktop version of QuickBooks are NOT supported.
  • If you collect sales tax, you must already have sales tax set up in QuickBooks. This is to ensure tax codes can be imported.
  • Log out of your QuickBooks account.

 

Connecting QuickBooks

Have a supported QuickBooks Online account? Here's how to connect with Dubsado:

  1. Click on the gear icon in the top navigation bar to access your Settings.
  2. Go to the Integrations tab.
  3. Click Connect under QuickBooks.
  4. In the upper right corner, click Connect to QuickBooks.
  5. Log in to your QuickBooks account when prompted.
  6. Click Connect on the next screen.
  7. If you have multiple companies in your QuickBooks account, select the one you would like to connect and click Next.

After completing the connection process, you'll be redirected back to the QuickBooks integration page in Dubsado. There are a few more settings you'll need to configure before the integration is set up and ready to go.
  

Automatic Invoice Syncing

Here are some key things to know about how Dubsado invoices sync with QuickBooks:

  • Invoices are automatically synced with QuickBooks after the client makes a payment, not after the invoice is created.
  • QuickBooks does not sync invoices back over to Dubsado - it's a one-way street.
  • Automatic syncing is not retroactive - it only applies to invoices that receive payment after you connect with QuickBooks.
  • Invoices and payments created prior to setting up the integration will not sync automatically.

There are three options for configuring automatic syncing with Quickbooks:

Option #1 - Automatically Sync Invoices AND Payments

Best for: Users who do not already have their payment processor synced with QuickBooks and would like payments received through Dubsado invoices to be added as transactions in QuickBooks.

Turn both automatic sync settings ON if you would like to sync both invoices and payments:

Option #2 - Automatically Sync Invoices Only

Best for: Users who already have their payment processor synced with QuickBooks and do not wish to see duplicate transactions added by Dubsado when an invoice syncs. With this option, you'll need to manually link existing payments recorded in QuickBooks to the invoices sent over by Dubsado.

Turn the setting to sync invoices ON, and the setting to sync payments OFF to sync invoices only:

Option #3 - Manually Sync Invoices

Best for: Users who wish to have full manual control over syncing individual invoices with QuickBooks. With this option, you will need to manually sync each invoice and payment.

Turn both automatic sync settings OFF to prevent automatic invoice syncing.

To manually sync an invoice and payments, go to the Invoices >> Invoice List tab on the Project or the master list under Reporting >> Invoices. Click Connect next to the invoice or payment you'd like to sync. You must sync an invoice first before you will be able to individually sync payments.

 

QuickBooks Online Locale

The US version of QuickBooks is handled differently than the non-US version. To ensure your integration with QuickBooks works, you'll need to correctly specify the version of QuickBooks you use.

QuickBooks Online Tax Codes

If you add tax to your line items in Dubsado, the invoice must have a QuickBooks tax code to sync with QuickBooks. In this section, you will be able to import your tax codes from QuickBooks.

To import your tax codes:

  1. Click in the drop down box.
  2. Click on all tax codes that apply to your business.

When finished, you should see the imported tax codes listed in this section:

Applying QuickBooks Tax Codes to Invoices

At this time, a QuickBooks tax code must be manually specified for each invoice that includes tax before it can automatically sync with QuickBooks.

The Dubsado tax items you apply to line items as you set up package templates or invoices are separate from the invoice setting for applying a QuickBooks tax code.

You may continue to use Dubsado tax items as normal, but you will also need to apply a Quickbooks tax code on each invoice where you charge tax to let Quickbooks know which tax to use. Applying a tax code will update all line items on the invoice in Dubsado.

Non-US Tax-Exempt Invoices

If you are on a non-US locale connection to QuickBooks, and you have tax-exempt invoices, you will need to create a new tax item in your QuickBooks account for "exempt" tax with a 0% rate.
 

Troubleshooting

I'm trying to sync my tax codes, but there are none showing up in the dropdown.

Make sure you have set up your sales tax in QuickBooks first! Check out this article from QuickBooks on how to set up your sales tax.

I get the error "Duplicate Client Exists" when I try to sync an invoice.

This may come up if you have a pre-existing client in Quickbooks that has a similar profile to a client in Dubsado. To get around this, you will need to edit either your Dubsado or QB client from "Jane Doe" to "Jane Doe QB" or something similar to differentiate the two.

I made a change to an invoice in Dubsado and the updates are not showing in QuickBooks.

If you make changes to an invoice in Dubsado after it is already synced with QuickBooks, you'll need to refresh the connection by clicking the refresh icon. You can access this icon from the Invoice List tab within the project, or the master list under Reporting >> Invoices.

 

FAQ

If I delete an invoice or payment in Dubsado, will it delete the record in QuickBooks?

No, once an invoice and/or payment is sent over to QuickBooks, deleting the record in Dubsado will not remove the record in your QuickBooks account.

Will my income categories for each line item match up with categories in QuickBooks?

No. The Dubsado income category will be noted in the description of the line item when the invoice is synced. You will need to manually set categories in QuickBooks.

I have multiple brands in Dubsado and multiple companies in QuickBooks. Can I connect a different QuickBooks company to each Dubsado brand?

Yes! The integration with Dubsado is set up on a per-brand basis. If you have multiple companies set up in QuickBooks, you'll be asked to specify which company you'd like to connect with as you are setting up the integration.

Can I connect the same QuickBooks account to multiple brands/accounts in Dubsado?

No. Once you connect a QuickBooks account to a brand in Dubsado, you cannot connect that same QuickBooks account to another Dubsado brand. The exception is if you have multiple businesses in QuickBooks (similar to having multiple brands in Dubsado), see above.

I have QuickBooks Self-Employed or the desktop version of QuickBooks. Why are those versions not supported?

Unfortunately, the Self-Employed and desktop versions of QuickBooks do not allow for integrations, so we are unable to support a connection with them.

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