Connect QuickBooks Online
Connect QuickBooks Online
QuickBooks Online sync sends your SwiftReporter invoices and succeeded Stripe payments into QuickBooks Online so your books stay aligned with the same financial records you already use for invoicing.
This integration is additive. Stripe Connect, invoicing, and customer portal payments keep working the same way. QuickBooks Online sync does not add a new paid meter or consume report credits.
Who can connect
- Organisation admins can connect, view connection status, and disconnect QuickBooks Online for the organisation.
- Solo users (no organisation) can connect and manage QuickBooks Online for their own account.
- Other organisation members cannot connect or view the QuickBooks Online connection.
Before you begin
- Finish Stripe Connect setup so you can create and collect invoices in SwiftReporter.
- Sign in as an organisation admin, or as a solo user with no organisation.
- Have access to the QuickBooks Online company you want to link.
Connect QuickBooks Online
- Sign in to SwiftReporter on the web.
- Open Settings → Integrations.
- Find QuickBooks Online and select Connect.
- Sign in to Intuit / QuickBooks Online and approve access for your company.
- Return to SwiftReporter. The Integrations page shows the connection as connected.
Tokens are stored securely. Only the connected organisation (or solo account) syncs to that QuickBooks Online company.
Disconnect QuickBooks Online
- Open Settings → Integrations.
- Find QuickBooks Online and select Disconnect.
- Confirm when prompted.
Disconnecting revokes access at Intuit when possible and clears the connection in SwiftReporter. Sync mappings for that connection are also cleared.
You can connect again later. After reconnecting, SwiftReporter tries to re-link existing QuickBooks Online invoices it created earlier when lookup finds them. Payments are not re-linked.
What syncs
Sync uses your existing SwiftReporter Firestore invoices and succeeded Stripe paymentTransactions. It does not create a separate ledger.
| SwiftReporter event | QuickBooks Online result |
|---|---|
| Invoice becomes open after you connect | Creates or updates a QuickBooks Online invoice (customer, line items, discount, tax) |
| Invoice becomes paid after you connect | Creates or updates the matching QuickBooks Online invoice |
| Stripe payment recorded as succeeded | Creates a QuickBooks Online payment linked to that invoice |
Bill-to customers are resolved from the invoice’s bill-to contact when available.
Tax on a synced invoice may appear as a Sales tax line item in QuickBooks Online. That is not native QuickBooks Online sales tax setup.
What does not sync
- No backfill. Invoices that were already open or paid before you connected are not sent automatically. Only invoices that transition to open or paid after connecting sync.
- Draft invoices do not sync until they become open or paid.
- Invoice edits after open do not re-sync on their own. A later transition to paid can sync again.
- Failed, pending, or other non-succeeded Stripe payment transactions do not sync.
- Amount changes after a payment is mapped, voids, and refunds do not create or update a second QuickBooks Online payment.
- QuickBooks Online sync does not change Stripe Connect, portal checkout, or report credit metering.
Troubleshooting
- Connect is unavailable: Confirm you are an organisation admin or a solo user with no organisation.
- Nothing appears in QuickBooks Online after connecting: Create or send a new invoice so it becomes open (or collect a payment so it becomes paid) after the connection. Historical invoices are not backfilled.
- Tax looks different in QuickBooks Online: Expect a Sales tax line on the invoice rather than native QuickBooks Online sales tax configuration.
- You reconnected after disconnecting: Mappings were cleared on disconnect. SwiftReporter re-links prior invoices when it can find them in QuickBooks Online. Payments are not re-linked.