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Connect to QuickBooks

The QuickBooks App keeps your QuickBooks and vcita information working together, even if you handle your daily tasks only in vcita. You can easily share and update details like invoices, payments and product updates, so both tools stay current and connected. 

Important: vcita works only with QuickBooks Online subscriptions and you’ll need a vcita Business account to connect with QuickBooks. For more details, visit our pricing page.

Key features

  • From QuickBooks to vcita: Import clients, items, and sync products.
  • From vcita to QuickBooks: Export payments and invoices and sync payments, invoices, clients, products, and taxes.
Note: Invoices and payments synced to QuickBooks are matched to the right client automatically. If a match isn’t found, a new client will be created for you.
Important: To avoid duplicate clients in vcita, we strongly recommend adding an email address for each QuickBooks client. vcita uses email addresses to match clients between the two platforms for a smooth sync. Only clients with payments linked to them will be synced.

Connecting to QuickBooks

To connect Quickbooks to your account:

  1. Open the platform.
  2. Click App Market on the left panel.  
  3. Select the QuickBooks app.  
  4. Click Install App and open it.  
  5. Choose what to sync by toggling the options.  
  6. Click Connect.
  7. A new tab will open and prompt you to log in to Quickbooks.
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Important: This process might take a few hours, depending on how much data you’re syncing. Check back in 3-4 hours and if you don’t see the synced information by then, feel free to reach out to support.

Set Your Sync Preferences

Choose how to stay connected so everything stays current and in sync just the way you want.

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Paid invoices will create an Invoice in QuickBooks

The paid invoice will include:

  • Contact details
  • Dates
  • Products and services
  • Amounts
  • Note

Switch on the toggle to see more options:

  • Export all existing paid invoices to date (One-time initial export): You can export existing invoices but only those marked as "paid" in vcita.
  • Export taxes to QuickBooks and create new taxes if they can’t be matched: vcita will create new taxes in QuickBooks for any that don’t match. If turned off, invoices export without taxes.
  • Export products to QuickBooks and create new products if they can’t be matched: If a product doesn’t match an item name in QuickBooks, vcita will create it as a new QuickBooks product. If turned off, invoices won’t export if products don’t match.
Note: You'll need to update refunds and invoice cancellations manually in both platforms.

Payment will create a Payment in QuickBooks

Payments in vcita will sync to QuickBooks as follows: 

  • Payments linked to vcita invoices will sync to QuickBooks as "Payments" and connect to the same invoice.
  • Payments not linked to vcita invoices or unsynced invoices will appear as "Sales Receipts" in QuickBooks.
  • The payment method will also sync and if it doesn’t exist in QuickBooks, we’ll create it. 
Note: Turn on the "Sync all existing payments" toggle to sync all payments.

Product created and updated in QuickBooks will create and update Product

With this option on, item changes in QuickBooks such as creations, deletions, and updates will sync to vcita, including changes to product names and prices.

Note: Invoices and payments must be updated or deleted in both platforms.

Sales receipt in QuickBooks will create a Payment

Turn on this toggle to sync sales receipts from QuickBooks to vcita.

One-Time QuickBooks Import to vcita

When you first connect the app, you can import your Quickbooks customers, custom fields, and items directly into your vcita account.

Customers in QuickBooks will be created as Clients.

The imported Quickbooks fields for clients include:

  • First name
  • Last name
  • Address
  • Email
  • Primary phone number

Custom fields in QuickBooks will be created as Client Card Custom Fields.

The custom fields you’ve set up in Quickbooks will align with the custom fields in the vcita client profiles.

Products in QuickBooks will be created as Products.

Import item details from Quickbooks, including the product name and price. vcita matches items based on the product name in Quickbooks.

Sales receipt in QuickBooks will be created as Payments

Turn on this toggle to sync sales receipts in QuickBooks so they’re recorded as payments.
 

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