Sync to QuickBooks Online

QuickBooks Sync is a paid add-on ($50/mo) that pushes your OpsVara billing records into QuickBooks Online automatically. The sync is one-way — OpsVara → QuickBooks — so your books follow what you actually billed, and OpsVara remains the source of truth.

What gets pushed, and when:

Set it up

1. 1

   Add QuickBooks Sync to your plan

   An admin opens SettingsBilling and adds the QuickBooks Sync add-on. It is not available on trial accounts.

2. 2

   Connect your QuickBooks company

   Open SettingsIntegrations and click Connect QuickBooks. Sign in at Intuit with a QuickBooks admin login and choose the company to connect. You are returned to OpsVara with "QuickBooks connected" — and the banner Connected · setup incomplete. Connecting only authorizes OpsVara: nothing is written into QuickBooks until you click Start syncing in the last step.

3. 3

   Pick your Default tax code

   In the Sync Settings card, set Default tax code and Default income account (both required before you can start: the income account is what new service items are booked to). If your QuickBooks company has sales tax turned off, tick This QuickBooks company doesn't charge sales tax instead of picking a tax code — every line then posts as non-taxable, and an invoice that does carry tax is flagged rather than pushed. Choose what to push with the Sync customers, Sync invoices, and Sync payments checkboxes — Sync customers starts off, and stays off unless you turn it on, so OpsVara never creates QuickBooks customers you did not ask for. If earlier invoices were already entered in QuickBooks by hand, set Only sync invoices dated on or after so a backfill cannot book them twice. Click Save Sync Settings.

4. 4

   Match the customers you already have

   If your customers are already in OpsVara, click Match Customers to QuickBooks and link them to their QuickBooks records before anything syncs (see below). This is what keeps invoices posting to the customers already in your books instead of creating duplicates. Customers that are not in QuickBooks at all: either turn Sync customers on so OpsVara creates them, or leave it off and their invoices hold until you link them.

5. 5

   Click Start syncing

   At the bottom of Sync Settings, click Start syncing. From that moment, new and changed invoices and payments go to QuickBooks as you work. The button stays disabled until a tax code (or the no-sales-tax tick) and an income account are saved, and the banner changes to Syncing.

6. 6

   Backfill with Sync Now

   Click Sync Now to push what already exists. The confirmation lists exactly what it will do — how many invoices on or after your start date, and how many customers will be created in QuickBooks versus already linked — before you type "sync". Starting the sync does not push existing records; only Sync Now does.

Match Your Existing Customers to QuickBooks

When your customers already live in OpsVara, link them to the records in your books before invoices flow. On SettingsIntegrations, click Match Customers to QuickBooks. Every active OpsVara customer is listed with its QuickBooks state:

• Linked — already tied to a QuickBooks customer.
• Suggested — a QuickBooks customer has exactly the same display name (or, failing that, the same primary email). Review the suggestions, then click Link all suggested.
• No match — click Link… to search your QuickBooks company by name and pick the right record. Use this whenever the two systems spell a name differently, such as "Smith, John" and "John Smith".

Linking writes nothing to QuickBooks. It only tells OpsVara which QuickBooks customer to post invoices and payments against.

Keep a customer out of QuickBooks

Tick Don't sync on a row of the match list, or open the customer's page under DirectoriesCustomers and tick Don't sync to QuickBooks in the QuickBooks card. An excluded customer is never pushed, and any invoice for them waits under Needs Attention until you turn the switch back off.

Link or unlink from the customer page

The QuickBooks card on a customer's page shows which QuickBooks record they are linked to. Link to QuickBooks… or Change link… opens the same search, and Unlink forgets the link (the next sync matches by name or email again, and may create a new QuickBooks customer if nothing matches).

Import Customers from QuickBooks

If some customers exist only in QuickBooks, pull just those in. On SettingsIntegrations, click Import Customers from QuickBooks, search your QuickBooks company, tick the customers that belong in this OpsVara account, pick the customer type for any that will be created, and click Import selected.

• A ticked QuickBooks customer that matches an existing OpsVara customer by name or email is linked, never overwritten — nothing you maintain in OpsVara changes.
• Everyone else you ticked is created in OpsVara with their name, contact, email, phone, and addresses.
• Rows already linked are greyed out; Show inactive reveals inactive QuickBooks customers.
• The import is quiet: it sends no portal invites, and imported customers are not pushed back to QuickBooks.

Import all… brings in every active customer in the QuickBooks company. It asks you to type "import" first, because a company that serves several markets would land in this one OpsVara account in full.

When it finishes, the panel shows a summary, and the connection card shows "Last import: N imported, M linked, K already synced."

When something doesn't sync

The Integrations tab shows a Needs Attention card whenever records are stuck. It is grouped by reason, not by record — a hundred invoices waiting on a tax code are one row, "No default tax code is set · Waiting on you 100", not a hundred rows. Each row says what the cause is, how many records it holds, and what to do about it:

• Waiting on you means the records need a setting or a decision — usually the default tax code, a same-name customer match you need to confirm, or a customer who is not linked while Sync customers is off.
• Failed means the push was rejected by QuickBooks — a total that did not match, an invoice number already taken, a voided invoice with synced payments.

Buttons on each row:

• Fix in Sync Settings or Open Match Customers takes you straight to the setting that clears the cause.
• Retry pushes every record in that row again right now, once you have fixed the cause. (Everything open is retried overnight anyway.)
• Mark all resolved takes the whole row off the list once you have handled it in QuickBooks yourself — entered the credit memo, deleted the duplicate payment. Resolved records are not pushed again unless they change.

Expand a row to see the records themselves (invoice numbers and customer names link to their pages), with the per-record detail such as the two amounts of a total mismatch, and a Mark resolved for a single one. If a later push for a resolved record fails again, it comes back on its own.

The connection card at the top summarises the same thing in one line — "12 records are waiting on you and 4 could not be pushed to QuickBooks".

While anything is listed, admins and office managers get one email a day naming the causes, biggest first — "80 — No default tax code is set; 15 — QuickBooks already has a customer with this name but a different email" (turn it off per person under Settings → Notifications → QuickBooks sync).

Each invoice shows a small QuickBooks chip (Synced, Waiting on you or Failed), and the QuickBooks card on each customer page shows Linked, Waiting on you or Failed, so you can check a single record without leaving it.

If the connection banner says Reconnect Required, QuickBooks expired the authorization (this happens after roughly 100 days without sign-in). Admins and office managers are emailed the moment it happens. Click Reconnect QuickBooks — your settings and links are kept, and OpsVara catches up on the invoices and payments that changed while the connection was down. A reconnect never pushes your customer list; only Sync Now does, and it tells you the counts first.

Known limitations

• The sync is one-way. Changes made inside QuickBooks are not pulled into OpsVara. On invoices and payments OpsVara's next push overwrites them; on a linked customer's name and contact details it does not.
• Invoice and payment dates post on your company's calendar (Settings → Company → Company time zone). Leave the time zone blank and QuickBooks gets the UTC day instead, so an evening payment on the last day of a month can land in the next month's books.
• Payments post once. Removing a manual payment or applying a Stripe refund in OpsVara flags the QuickBooks payment under Needs Attention so you can adjust it by hand; other edits do not update QuickBooks. A refunded payment that has not been applied yet waits there instead of posting.
• Voiding an OpsVara invoice that already has synced payments does not void it in QuickBooks; the record shows an error asking you to resolve it with a credit memo in QuickBooks. Combining invoices voids the originals in QuickBooks too.
• Contract credit applied to an invoice is not a QuickBooks payment. The invoice syncs with its full amount and a held row asks you to record a credit memo.
• If QuickBooks computes a different total than OpsVara billed (usually a tax-code or item setup difference), the invoice shows an error with both amounts instead of a green Synced.
• Deactivating a customer in OpsVara does not deactivate them in QuickBooks.
• Invoices dated before Only sync invoices dated on or after never sync, even when voided later — they were never in QuickBooks through OpsVara.
• The integration is designed for US-based QuickBooks Online companies.

Verify it worked

After Sync Now, the Integrations tab shows "Last synced" with a fresh timestamp and no Needs Attention card. In QuickBooks Online, open Sales → Invoices and confirm an OpsVara invoice appears with the same invoice number, lines, tax, and payments. On that invoice in Sales and BillingInvoices, the chip reads QuickBooks · Synced.