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Quickbooks Integration

How to set up TBX to integration with your Quickbooks Online account.

Quickbooks Integration is available to automatically import your TBX invoices into your Quickbooks account.

About this integration:

Quickbooks integration with TBX is a one direction flow: from TBX to Quickbooks. Changes made in Quickbooks will not be sync in TBX.
  • Customers in TBX will be matched with customers in Quickbooks based on their Display Name.
  • Customers in TBX that cannot be mapped in Quickbooks will be created in Quickbooks.
  • Invoices in TBX will be created in Quickbooks
  • Invoices in TBX must have a mapped customer in order to be created in Quickbooks.
  • TBX Items of Labor, Parts, Misc Items, Shipping Cost, Fuel Cost, and Sales Tax must be mapped to a Quickbooks Sales Item in order for invoices to be exported.

How to connect my Quickbooks Online account to TBX:

IMPORTANT:  You MUST have ADMIN permissions in Quickbooks to set up TBX integration with Quickbooks Online.

Click to Integrations on the left-hand nav bar.

Click green "Connect to Quickbooks" button

If you are not already logged into your Quickbooks Account, Quickbooks will ask you to log in.

Once logged in, click the green "Connect" button

If you have more than one company associated with your QBO login credentials, you will be able to choose which company to connect with TBX.

If you have more than one admin email address in QBO, you can only have one QBO account connected to TBX.  You may see this request from QBO :  

CLICKING ASSIGN ADMIN will DELETE all TBX Integration Settings.  NOT RECOMMENDED.

Once successfully connected, you will be returned to TBX on the QBO Integration Settings screen to complete set up of the Quickbooks Online Integration.

To complete QBO Integration, you must:

  1. Map TBX Customers to QBO Customers; AND
  2. Map TBX Sales Items to QBO Sales Items.

You cannot export invoices until you complete both of these steps.

How to map my TBX Customers to my QBO Customers:

  • TBX will attempt to match your TBX customers to your Quickbooks customers.
  • The match is determined by the Quickbooks online Display Name. 
  • TBX will first look for a QBO Display Name that matches a TBX customer's company name.  If one is found, TBX will link your TBX Customer to the found Quickbooks customer.
  • If no match is found, TBX will look for a QBO Display Name that matches the first and last name of your TBX Customer.  If one is found, TBX will link your TBX Customer to the found Quickbooks customer.
  • If no match is found, TBX will ask Quickbooks to create a customer. The newly created customer will be linked to your TBX Customer. 
  • If you have duplicate TBX Customers, only one instance of the TBX customer will be mapped.  

To map your TBX Customers to your Quickbooks Online Customers, go to the QBO Settings page:

Click the purple "Map TBX Customers" button.

Once complete, TBX customers that mapped will appear in the Quickbooks Map and Export Log with either a green Success or a red Failure.

If mapping has failed, the Message column will provide valuable details to help debug the failure.

How to map Invoice Sales Items:

  • There are 6 categories of invoice items from your TBX Invoice that need to be mapped to a sales item in your Quickbooks Online company: Labor, Parts, Misc Item, Shipping Cost, Fuel Cost, Sales Tax.
  • Each invoice category is optional; however, if it is not mapped ("Not Set"), it will be excluded from the invoice export to Quickbooks.
  • At least one (1) invoice category must be mapped to be able to export invoices to Quickbooks.
  • Quickbooks Online Sales Items must be created first in your Quickbooks Online company before you can map TBX Invoice Categories.

To map TBX Invoice Categories to your Quickbooks Online Sales Items, click the blue pencil icon in the Invoice Sales Item Map box on the QBO Integrations Setting page.

For each category, select the Quickbooks Sales Item from the dropdown list

For any category that you do not want to export with the Invoice to Quickbooks, you can leave the dropdown at "Not Set".

Once you have completed your selections, click the purple "Save" button.

You are now ready to export your invoices from TBX to QBO.

How to export invoices to QBO:

  • You can export invoices individually; or
  • You can export a batch of invoices.
  • Once an invoice has been exported, you cannot export it again.

To export an individual invoice, view the invoice you want to export.  Click on the Quickbooks tab in your invoice.

Click purple "Export to Invoice" button.

Upon completion, a message will appear indicating whether the invoice has been successfully exported or if there was a failure.

If you invoice is not associated with TBX Customer that has been mapped to your QBO, you will not be able to export your invoices.

To export multiple invoices at a time, you can do so either by:

  • Viewing the TBX Customer and selecting Export to QBO from the Actions dropdown; or
  • Clicking on Invoices on the left hand navbar and clicking Export to QBO in the top right corner of the Invoices page.

By default, all invoices will be selected to export.

Checkboxes will only appear next to invoices that are eligible to be exported.  Unselect any invoices you do not want exported.

Click purple "Export to QBO" button.

A message will appear when batch export is complete.

You may also review the QBO Map and Export Log for specific details about exported invoices.

To Disconnect from Quickbooks Online:

Click the red "Disconnect from Quickbooks" button on either the Integrations page or

"Disconnect from Quickbooks" link at the top right of the QBO Integration Settings page.

A modal will appear asking you to confirm you want to disconnect.  Read the information about Quickbooks disconnection.  If you agree, check the checkbox and select "Disconnect from Quickbooks"

Once successfully disconnected, you will be returned to the Integrations page.

QBO Integration Map and Export Log/ Troubleshooting:

Having difficulty exporting an invoice to Quickbooks?  The Quickbooks Map and Export Log is the first place to look to troubleshoot the problem.

If you have duplicate TBX Customers, you can merge them.  Quickbooks Online will not allow two Quickbooks customers to have the same Display Name.  
If you want to keep the two TBX Customers, you can change the TBX Company Name to keep them separate in both TBX and Quickbooks.  An example would be if you had two customers with the same Company Name, but in different locations.  You could change the TBX Company Names to read: Customer (Dallas Shop) and Customer (Seattle Shop).