QuickBooks Online is cloud-based accounting software that helps businesses manage their finances, track expenses, send invoices, and generate reports in real time.

Integrating your QuickBooks account with RO App helps you keep your financial data accurate and up to date without manual entry. Once connected, invoices and payments can automatically sync between the two systems, saving time and reducing errors. Follow these steps to connect your QuickBooks account and configure how the integration will work in RO App.

1. Go to Settings > Integrations, find QuickBooks Online (2-way) in the Invoicing section, and click Configure.

2. Click Connect to QuickBooks Online (2-way).

3. In the pop-up window, log in to your QuickBooks account and grant all necessary permissions.

4. Check the box Enable integration.

You can only connect to one account in Quickbooks at a time. This account will be used for all operations in this company, so there is no need for each employee to log into their own account.

To reconnect the same account or connect a different QuickBooks account, click Reconnect to Quickbooks.

After the account is connected, let’s configure how the integration will operate in RO App.

1. Choose the statuses that trigger automatic invoice sending to your QuickBooks account. It works across all location.

❗ If the status is not specified in the settings, the invoice will only be sent if you click Sync with Quickbooks in the Actions menu in the Invoice.

2. Select the account where payments created in QuickBooks will be deposited. Only payments from already synced invoices will be credited.

In the “Tax code in RO App” column, select the matching tax from the RO App system. You can add and adjust taxes on the Settings > Finance page.

In the “Tax code (or Tax name) in QuickBooks Online (2-way)” column, type the tax code (name) from the Quickbooks system. The tax code (name) can be found in your personal profile on the Taxes page.

If you use more than one tax, click the + Add tax button and adjust the matching.

You can set up taxes on the Sales tax > Sales tax settings page in your QuickBooks account. To add custom taxes, click on the arrow next to Add agency button and then click Add custom rate.

Configure event mapping between invoice updates in QuickBooks and statuses in RO App.

There are three available events:

For each event, assign the appropriate invoice status in RO App. After that, when a specific event occurs in a synchronized invoice in QuickBooks, the corresponding invoice in RO App will automatically change to the status you set here.

For example, if the information on QuickBooks invoice is updated, the status of this invoice in RO App will change to In work (Edited).

☝️ Ensure that the status transfer rules are configured correctly— so they can transition between each other without restrictions; otherwise, the mapping will not function properly.

Save the settings.

Done! Now your QuickBooks integration is configured.

Next, let’s find out how it works and what information is transferred.

🔎 How the two-way QuickBooks integration works