How do I connect QuickBooks to Sophiie?

You connect QuickBooks Online at Settings → Integrations — open the Accounting tab and click Connect on the QuickBooks card. Once set up, your invoices and quotes stay in sync across both platforms: changes in Sophiie flow to QuickBooks, and changes in QuickBooks flow back. QuickBooks is available to Australian and UK businesses.

Steps

1. Go to Settings → Integrations, open the Accounting tab and click Connect on the QuickBooks card. You'll be redirected to the QuickBooks sign-in page.
2. Sign in to QuickBooks and select the company you want to connect — you can only connect one company. Review the requested permissions and click Connect.
3. Back in Sophiie, open the QuickBooks card's Manage drawer. Under Setup, choose an income account and click Save — this is the account invoices and quotes are recorded against in QuickBooks. Sophiie also creates an item in QuickBooks called Sophiie Item linked to that account — it appears on the line items of every invoice and estimate Sophiie syncs, so the amounts land in the right place.
4. Don't skip step 3 — until you choose an income account, Sophiie won't send anything to QuickBooks and Sync Now is refused. You'll spot it on the card: it's outlined in amber and shows a Setup incomplete chip. An amber card can also read Sync issue, which means a sync failed and Sophiie is retrying — read the chip to tell the two apart. Click Manage on that card to open the manage panel and finish the setup — Manage is the button to use, there's no separate "Finish setup" button.
5. Once connected, you'll see your QuickBooks company name on the card, and the sync toggles and Sync Now become available.

Your Sophiie account's country and currency must match the QuickBooks company — a mismatch is rejected with an error asking you to update your settings.

Sync settings

Invoices and quotes each have their own pair of switches — at Settings → Invoices → Accounting sync and Settings → Quotes → Accounting sync:

• Send invoices to QuickBooks — automatically sends your Sophiie changes to QuickBooks.
• Bring invoices from QuickBooks — automatically pulls QuickBooks changes into Sophiie.

Quotes have their own matching pair: Send quotes to QuickBooks and Bring quotes from QuickBooks. All four are off by default and work independently — turn on any mix. Sync Now runs a full sync in both directions regardless of the toggles, and invoices and quotes each have their own. It isn't available while the connection is paused, needs reconnecting, or is still waiting for an income account.

What syncs

Invoices. Approving, editing or cancelling an invoice in Sophiie updates QuickBooks; invoices created in QuickBooks are imported into Sophiie. Sending an invoice in Sophiie marks it sent in QuickBooks too (it leaves Drafts and shows under Open invoices), and voiding an invoice in QuickBooks shows as Cancelled in Sophiie.

Payments are handled in QuickBooks. Record the payment there and the invoice moves to Paid in Sophiie automatically — the Record payment option in Sophiie is hidden while QuickBooks is connected, and invoices already fully paid in Sophiie aren't pushed across.

Quotes. In QuickBooks, quotes are called Estimates. Creating, editing, sending, accepting or declining a quote in Sophiie updates the matching estimate; estimates created in QuickBooks are imported. When a customer accepts or declines via the quote's acceptance link, the response is reflected in QuickBooks, and converting a quote to an invoice in either system is reflected on the other side. If the same quote is edited in both systems between syncs, the most recent change wins.

Customers. Sophiie matches QuickBooks customers to yours by email first, then by name — phone numbers sync across but aren't used for matching. No match means a new customer is created for you. QuickBooks requires unique display names, so if a name already exists there (even inactive), the existing record is reused — and if Sophiie updates a customer that was deactivated in QuickBooks, it's reactivated.

Limitations

• One company at a time. Switching to a different QuickBooks company means previously synced records are no longer linked and get skipped in future syncs.
• Customer required — invoices and quotes without a customer are skipped.
• Quotes and invoices need at least one line item — empty ones are skipped.
• Cancelled records don't backfill — anything already cancelled before you connected isn't pushed.
• One accounting platform at a time — you can't run QuickBooks and Xero together; see "Which system syncs my quotes and invoices if I have more than one integration?".

Pausing and disconnecting

To stop syncing for a while, open the QuickBooks card's Manage drawer and choose Pause. Sync stops in both directions and nothing is unlinked; choose Resume to start it again. Use Disconnect only when you want to end the connection for good.

Go to Settings → Integrations, click Disconnect on the QuickBooks card and confirm. Syncing stops in both directions; previously synced records remain in both systems but no longer receive updates.

Common Questions

How fast do changes appear?

Within seconds, in both directions, once the relevant toggle is on.

What if a sync fails?

Failed records are automatically retried on the next sync, or click Sync Now to force a retry immediately.

How are tax codes handled?

Sophiie looks for a QuickBooks tax code whose rate is exactly the same as the line's rate, and remembers the match for next time. If no code matches the rate, it uses the first tax code that isn't zero — so it's worth checking those invoices before you approve them.

Do invoices and quotes sync together?

No — invoice syncing and quote syncing are independent, each with its own toggles and its own Sync Now. Core fields sync either way: dates, customer, status, line items (name, quantity, price, tax) and tax codes.

Need More Help?

If your QuickBooks connection is rejected or invoices aren't syncing, ask Sophiie Assistant in your dashboard first — she can guide you or make the change for you. Still stuck? Email support@sophiie.ai or call +61 7 5620 4640.