After connecting QuickBooks Online, you configure what syncs, in which direction, and to which accounts. Get this right once and you can mostly forget about it.
Where the settings live
Settings → QuickBooks → Configuration.
You'll see five sections: Customers, Items, Invoices, Payments, Tax.
Customers
| Setting | Recommended | What it does |
|---|---|---|
| Run a Call → QBO | On | New customers in Run a Call are created in QBO. |
| QBO → Run a Call | Off | QBO often has thousands of one-time customers you don't want in your CRM. |
| Sync customer updates | On | Name/address changes flow both ways. |
Items / Products & services
| Setting | Recommended | What it does |
|---|---|---|
| Default income account | Service revenue | The QBO income account most pricebook items roll up to. |
| Map by category | Per-category | For each Run a Call pricebook category, pick its own income account if needed (e.g. Equipment installs might go to a separate account). |
| Run a Call → QBO | On | New pricebook items show up in QBO. |
| QBO → Run a Call | Off (first 30 days) | Pricebook clutter is real. |
Invoices
| Setting | What it does |
|---|---|
| Sync invoices | On. |
| When to sync: On send (recommended) | Invoice posts to QBO the moment you hit Send. Books reflect billed revenue, even if not yet paid. |
| When to sync: On payment | Invoice posts only when paid. Cash-basis books. |
| Numbering | Let Run a Call assign IDs and pass them through, or use QBO's numbering. |
| Memberships subscription invoices | Pick the QBO income account. |
Payments
| Setting | What it does |
|---|---|
| Sync payments | On (recommended). |
| Stripe payouts | Pick the QBO bank account to which Stripe deposits land. |
| Undeposited Funds account | For cash, check, and offline payments before deposit. Default: Undeposited Funds. |
| Auto-reconcile payouts | On lets Run a Call match Stripe payouts to the bank deposit in QBO; saves an hour a week. |
Tax
| Setting | What it does |
|---|---|
| Tax rate map | Map each Run a Call tax rate to the corresponding QBO tax code. |
| Default for unmapped | Fallback if Run a Call invoices a rate that's not mapped. None is risky; create a To classify tax code in QBO as a safety net. |
Sync timing
| Behavior | Detail |
|---|---|
| Latency | Most events sync within 60 seconds of happening in Run a Call. |
| Downtime | A queue holds events during transient QBO downtime; nothing is lost. |
| Visibility | See the live queue under Settings → QuickBooks → Sync log. |
Verify before going live
After configuring, send one real invoice end-to-end and open it in QBO. Verify:
- The customer landed in the right list.
- The invoice posted to the right income account.
- The tax rate matched.
- The payment (when collected) hit the right deposit account.
Warning
If anything's off, fix the mapping and try the next invoice. Don't batch-sync until at least one round-trip looks right.
Turn on real sync
Toggle Sync active at the top. From this point, real data flows.