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Connect QuickBooks Online

Posted
Updated
ByThe Wax Stak Team

By the end of this article your QuickBooks Online company will be connected, your existing records imported, and — on the Business plan — every invoice, payment, refund and credit memo posting to the accounts you chose, once a day.

Two plans, two halves. Pro can connect and import: bring the customers, services and products you already keep in QuickBooks into the app. Business also sends your documents back the other way, every day. Starter cannot connect.

Connect

  1. Open Settings → Accounting and click the QuickBooks tab.
  2. In the QuickBooks Online card, click Connect QuickBooks. You leave for Intuit’s sign-in, choose the company, and approve the connection.
  3. You return to the same tab with “QuickBooks Online connected successfully.” The card now reads Connected and shows the Company (realm) ID, the Environment and when you connected.

If you arrive back with an error instead, nothing was connected; try again from the same button.

Bring your existing records across

  1. In the connected card, click Import from QuickBooks, then Start import. The app reads your QuickBooks company — a few minutes for a large one; you can leave and come back.
  2. Review the three lists — Customers, Services, Products. Each QuickBooks record shows a Match in Wax Stak when one was found by email, phone, name, SKU or address, and an Action: Link it to that record, Create new, or Skip.
  3. Click Import. The results say how many were created, linked and skipped, and list any record that could not be imported with the reason — fix it in QuickBooks and import again, or skip it.

Nothing is changed in QuickBooks by an import, and nothing is imported until you click Import. An imported picture expires after a while; start a new import to see current records.

Choose where money posts (Business)

Once connected on Business, three more cards appear on the tab.

What Wax Stak sends to QuickBooks — Send documents from is the day your history starts going across. It defaults to the day you connected, and that default is the safe one: the app does not check whether a document already exists in QuickBooks, so moving the date back onto months your bookkeeper has already entered creates two of everything. Change it only for history that is not in QuickBooks yet.

QuickBooks accounts — click Refresh from QuickBooks to load your chart, then match each of your own accounts to the QuickBooks account it should post to; the app proposes one where your account has an obvious counterpart, but never saves a proposal for you. Pick a Default tax code for taxable lines, and match each tax profile to the QuickBooks tax code it files under — see Tax settings. Until your default income account is matched, nothing syncs at all — not invoices, not payments — and the card says so.

QuickBooks sync — whether it is working. It shows when the daily send last ran and how many documents are synced, waiting or failed, and lists anything that did not reach QuickBooks with the reason — most often an account not matched yet. Fix the cause, then Try again on the row.

What you see day to day

  • Billing → Invoices has a QBO column: Synced, Not synced or Sync error, and a Re-sync on the invoice for Business.
  • A customer’s page has a QuickBooks card showing which QuickBooks customer they are linked to; a link is created the first time they are invoiced, or you can choose one.
  • The Hide bookkeeping views in Wax Stak switch on the connected card hides the bookkeeping reports and ledgers here so you read your numbers in QuickBooks instead. Your books keep recording exactly as before, and turning it off brings them back.

Disconnect

Click Disconnect on the card and confirm. Documents stop syncing until you reconnect; nothing already in QuickBooks is touched.

Good to know

  • Once a day. The send runs daily; a document you create now reaches QuickBooks on the next run, and the sync card tells you when that was.
  • The “Your books don’t tie out” notice stays on this tab, even with local bookkeeping hidden, until the difference between your ledger and your documents is resolved — see The bookkeeping statements and your accountant.
  • Who. Connecting, disconnecting and the account choices need the Admin role; Accounting can read the tab.

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