Connecting QuickBooks Online to Run a Call is a one-time setup that lets the two systems share customers, items, invoices, and payments. Most shops finish in under 15 minutes.
Run a Call supports QuickBooks Online only. If you're on QuickBooks Desktop, talk to support about your migration path — Desktop's web connector is not on our roadmap.
Before you start
| Item | Why |
|---|---|
| QuickBooks Online admin login | Required so Run a Call gets the right permissions. |
| Chart of accounts | Should already exist (revenue, sales tax payable, undeposited funds, etc.). Run a Call doesn't create accounts for you. |
| Sync direction | Decide whether you want two-way sync (Run a Call ↔ QBO) or one-way (Run a Call → QBO only). |
Open Settings → QuickBooks
Click Connect QuickBooks Online.
You'll be redirected to QuickBooks to sign in and authorize. Use the QBO admin account — not a normal user — so Run a Call gets the right permissions.
After authorizing, you'll come back to Settings → QuickBooks with a green "Connected" badge.
Configure what syncs
In the QuickBooks settings page you'll see four toggles and a few mapping dropdowns:
Customers
| Setting | Recommended |
|---|---|
| Sync new Run a Call customers to QBO | On |
| Sync new QBO customers to Run a Call | Off (QBO often has thousands of one-time customers you don't want in CRM) |
Items / Products & services
| Setting | Recommended |
|---|---|
| Map pricebook items to QBO products | Pick the QBO income account each item type rolls up to. |
| Sync new items both ways | Off in the first 30 days, until your pricebook is settled. |
Invoices
| Setting | Recommended |
|---|---|
| Sync Run a Call invoices to QBO | On |
| Sync timing | On send (the moment you hit Send in Run a Call) or On payment (only when paid). |
Payments
| Setting | Recommended |
|---|---|
| Sync payments and apply to QBO invoices | On |
| Stripe deposit account | Pick the QBO account where Stripe payouts land. |
Map tax rates
If you charge sales tax, map Run a Call's tax rates to QBO's tax codes. The dropdown shows every tax rate in your QBO file.
Mismatched tax rates are the #1 cause of post-launch sync errors — get this right.
See Mapping tax rates to QuickBooks Online for examples.
Turn on syncing
Toggle Sync active. From this point forward, new invoices, payments, and items flow to QBO according to the settings above.
First-time tip: send one real invoice end-to-end before doing a batch. Check that it lands on the correct income account in QBO and that the tax line matches. If anything looks off, void and fix the mapping before sending more.
Common questions
Q. Will historical data sync? A. No. Sync starts from the moment you turn it on. To bring historical data over, see How invoice details sync to QuickBooks Online.
Q. What if my accountant works in QBO and I work in Run a Call — will my changes overwrite hers? A. No. Run a Call writes new entities and updates fields it owns (line items, totals, status). It does not overwrite QBO-side classifications, memos, or account mappings — those are yours.
Q. What happens if QBO is down? A. The sync queue holds events until QBO is back. Nothing is lost; nothing double-posts.