Fieldkit
Help Center

Connect QuickBooks Online

Quick version: Link your QuickBooks Online account in Settings under Connected Accounts to import customers and services. The newer invoice/payment accounting sync is a separate, staged feature and is not available merely because you connected QBO.

What the QuickBooks Integration Does

Connecting QuickBooks Online (QBO) to Fieldkit lets you:

  • Import customers from QuickBooks into Fieldkit so you don't have to re-enter them
  • Import services with pricing from your QuickBooks item list
  • Keep your customer records in one place

The current connection/import flow pulls this data from QuickBooks into Fieldkit. Connecting does not enroll invoices, import payments, push invoices, or enable the staged accounting sync.

Planned Invoice and Recorded-Payment Sync

Fieldkit's newer two-way accounting workflow is not released yet. When an administrator rolls it out, it has three separate modes:

  • Off — no v2 accounting work runs. Existing customer/service import and ordinary Fieldkit invoice actions remain separate.
  • Observe — Fieldkit may read metadata and prepare candidates for review. It cannot create or edit invoices or recorded payments, enroll history, or send.
  • Active — eligible new invoices and recorded payments may synchronize only after explicit activation and provider-safety checks. Observe never promotes itself to Active.

Invoice delivery is a different control. Fieldkit auto-send/manual delivery and QuickBooks' own automatic email/reminder settings must both be checked before activation. Not calling QuickBooks' /send endpoint does not by itself prove that QuickBooks will not email a customer.

For matching, Fieldkit uses durable internal IDs, the QuickBooks entity ID and SyncToken, and stable line identities. A visible invoice number or estimate reference is display/review context, not a unique accounting identity. If an invoice already exists in both systems, an administrator must confirm the pair; the preview uses QuickBooks as the default financial version but does not silently overwrite either side.

Invoices older than the approved activation cutoff remain excluded unless an administrator explicitly selects them in a historical preview. Fieldkit does not automatically reconcile, delete, or clean up a customer's historical QuickBooks invoices.

Connect Your QuickBooks Account

  1. Click Settings in the left sidebar.
  2. Scroll down to the Connected Accounts card.
  3. Find QuickBooks Online under "Base Features."
  4. Click the Connect button.
  5. Sign in to your Intuit/QuickBooks account when prompted.
  6. Choose the QuickBooks company you want to connect.
  7. Click Connect to authorize Fieldkit.

You'll be redirected back to Fieldkit. If the connection is successful, you'll see your QuickBooks company name next to a green border.

Import Customers from QuickBooks

Once connected, you can pull your QuickBooks customer list into Fieldkit.

  1. Go to Settings and find QuickBooks Online in Connected Accounts.
  2. Click the Import button (next to the Connect button).
  3. Fieldkit will fetch all active customers from QuickBooks.
  4. The import automatically checks for duplicates by matching email addresses and phone numbers.
  5. New customers are added to Fieldkit. Existing matches are skipped.

You can import as many times as you want. Each import only brings in customers that aren't already in Fieldkit.

What Data Gets Imported

When you import customers, Fieldkit pulls:

  • Customer name
  • Email address
  • Phone number
  • Billing address (street, city, state, ZIP)

When you import services, Fieldkit pulls:

  • Service name
  • Description
  • Unit price

The current import button does not import invoices, payments, or other financial data from QuickBooks. The planned staged accounting workflow described above is separate.

Reconnecting After Expiration

Your QuickBooks connection uses a security token that expires after about 100 days. If it expires, you'll see a yellow warning next to QuickBooks in your settings.

  1. Go to Settings and find QuickBooks Online.
  2. If it shows "Expired" or "Reconnect required," click the Reconnect button.
  3. Sign in to QuickBooks again to refresh the connection.

This is a security requirement from Intuit (the company that makes QuickBooks). Your data is not affected -- just reconnect and you're back in business.

Troubleshooting

"Not connected" after clicking Connect

  • Make sure pop-ups are not blocked in your browser. The QuickBooks sign-in opens in a new window.
  • Try using Chrome or Edge if you're having trouble with another browser.

"Error" or "Reconnect required" status

  • Click Reconnect to refresh your connection. This usually fixes the issue.
  • If reconnecting doesn't work, wait a few minutes and try again.

Import isn't finding all my customers

  • The import only brings in active customers. Customers marked as inactive in QuickBooks are skipped.
  • If a customer already exists in Fieldkit (matched by email or phone), they're counted as a duplicate and skipped.

Connection expired

  • QuickBooks tokens last about 100 days. This is normal. Just reconnect when prompted.

Tips

  • Import your customers from QuickBooks before manually adding them to avoid duplicates.
  • The QuickBooks connection is included with your Fieldkit subscription.
  • You can disconnect QuickBooks at any time without losing the customers you already imported.
  • If you use QuickBooks for accounting and Fieldkit for field work, import your customers once and manage them in Fieldkit going forward.

Related