QuickBooks sync

Set up QuickBooks sync

Connect, map your services, and decide what happens when the connection goes quiet.

6 min readUpdated July 24, 2026Requires Manage integrations

Sync keeps invoices and payments in step between LedgerOS and QuickBooks Online, so you bill in one place and your books stay right.

Where to find it

SettingsFirmConnections

Mapping your services

Every service you bill needs a QuickBooks item, so revenue lands in the right place rather than in one undifferentiated lump.

The mapping screen shows each service and its status: Mapped, Not used yet, or needing attention. For each, you can link to an existing item, or Create the item in QuickBooks from here.

Add a service later and it uses this automatically — the mapping is a one-time job per service, not per invoice.

Services left unmapped mean Your QuickBooks P&L will show one revenue line. Everything collapses into a single figure and you lose the ability to see which service lines are actually profitable. Map them before your first push, not after a quarter of flattened revenue.

Lines with no service are invoice lines that never got categorised. They're worth cleaning up for the same reason.

Income accounts

Each item carries an Income account — Income or Other Income.

Expense accounts don't appear here, and the screen explains why: this is revenue mapping, and expenses don't flow through it.

Checking what's already there

Check what's already in QuickBooks compares against your existing items before you create duplicates.

Results come back as Already in QuickBooks, Not in QuickBooks, or Needs you. Run this first if your QuickBooks file has been in use for years — you almost certainly have items that match your services under slightly different names.

When the connection goes quiet

Hold a reminder if QuickBooks hasn't been checked in decides what happens when sync is stale.

Two positions:

Hold everything — nothing goes out until sync is current
Never hold — carry on regardless

The setting's own guidance is honest about the tradeoff: holding reminders indefinitely on a broken connection is usually worse than one stale reminder — but it's your call.

Held reminders on a connection nobody notices is broken means a month of silence toward clients who owe you money. One reminder reflecting a slightly stale balance is a smaller problem than that.

Notifications

Exception notifications can arrive per Every exception, Money exceptions only, or as a Daily digest.

Money exceptions only is the right default for most firms. Every exception is noisy, and a daily digest is fine until the day something real happens.

Reauthorizing

Connections expire. When you see The QuickBooks connection needs reauthorizing, do it promptly — pushes fail while it's stale, and the backlog has to be worked through afterwards.

Notes and limits

Payments come along with a push — you don't push them separately.
Disconnecting stops sync. It doesn't remove what's already in QuickBooks.
Mapping is per service and firm-wide.
Pushing can be paused deliberately.

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