QuickBooks Integration
The QuickBooks integration connects EventWorks to QuickBooks Online, allowing you to push sales invoices and purchase invoices (bills) directly into your QuickBooks account. Customers and vendors are automatically created or matched in QuickBooks when invoices are sent.
Getting There
Go to Settings > Integrations and find the QuickBooks card. Click Connect to begin setup, or click the Settings (wrench icon) button if you're already connected.
Overview
Once connected, QuickBooks handles:
- Sales invoices — Pushed to QuickBooks as invoices when you authorise them
- Purchase invoices — Pushed to QuickBooks as bills for your supplier costs
- Customers — Automatically created or matched in QuickBooks by company name
- Vendors — Automatically created or matched in QuickBooks by company name
Note: QuickBooks does not currently support credit notes, purchase orders, payment syncing, or tax rate import. These are handled locally within EventWorks.
Key Concepts
OAuth Authentication
QuickBooks uses OAuth for secure authentication. You'll be redirected to QuickBooks (Intuit) to grant EventWorks access. Your connection is maintained automatically.
One Accounting Integration at a Time
Only one accounting integration can be active. Enabling QuickBooks deactivates any other accounting integration.
How To...
Connect to QuickBooks
- Go to Settings > Integrations.
- Click the QuickBooks card, then click Connect to QuickBooks.
- You'll be redirected to Intuit (QuickBooks) to authorise access.
- Select your QuickBooks company and grant permission.
- You'll be redirected back to EventWorks and taken to the accounting settings page.
Configure Account Mappings
After connecting, set up your account mappings:
- Click the Settings button on the QuickBooks card.
- In the right-hand panel, set:
- In the left-hand panel, map each cost type to specific QuickBooks accounts if needed.
- Click Save.
Disable the QuickBooks Integration
- Go to Settings > Integrations and find the QuickBooks card.
- Click the Disable button and confirm.
Warning: Disabling QuickBooks stops all future syncing. Data already in QuickBooks is not affected.
What Gets Synced
| EventWorks Record | QuickBooks Record | Direction | Notes |
|---|---|---|---|
| Sales invoice | Invoice | EventWorks to QuickBooks | Line items with quantity, unit price, and tax code |
| Purchase invoice | Bill | EventWorks to QuickBooks | Line items mapped to cost type items |
| Account (client) | Customer | EventWorks to QuickBooks | Matched by company name, auto-created if not found |
| Account (supplier) | Vendor | EventWorks to QuickBooks | Matched by company name, auto-created if not found |
Settings & Configuration
All QuickBooks settings are managed at Settings > Integrations > Accounting. You need the edit settings permission.
| Setting | Description |
|---|---|
| Default sales account | QuickBooks account for sales invoice line items |
| Default purchases account | QuickBooks account for bill line items |
| Per-cost-type accounts | Map each cost type to specific QuickBooks accounts |
Frequently Asked Questions
Q: Can I sync credit notes to QuickBooks?No. Credit notes are not supported by the QuickBooks integration. They are managed locally in EventWorks.
Q: Can I sync payments from QuickBooks?No. Payment syncing is not currently available for QuickBooks. Payments need to be recorded in both systems separately.
Q: How are customers matched in QuickBooks?EventWorks searches QuickBooks for a customer with the same company name. If a match is found, that customer is linked to the invoice. If not, a new customer is created automatically with the company name, address, city, and postcode.
Q: What happens if my QuickBooks connection expires?You'll need to reconnect by going to Settings > Integrations, clicking the QuickBooks card, and re-authorising.