Sync to QuickBooks Online
Connect the QuickBooks Sync add-on and push customers, invoices, and payments from OpsVara into QuickBooks Online.
Updated September 2, 2026
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:
| Record | When it syncs |
|---|---|
| Customers | When created or edited in OpsVara. Existing QuickBooks customers are matched by display name or email instead of duplicated. |
| Invoices | When sent, marked paid, or voided. Drafts and rejected invoices never sync. |
| Payments | When recorded — manual payments and online card payments both post against the matching QuickBooks invoice. |
| Service items | Created in QuickBooks automatically the first time a service, drive & labor, billable expense, or card fee line needs one. |
Set it up
Add QuickBooks Sync to your plan
An admin opens SettingsBilling and adds the QuickBooks Sync add-on. It is not available on trial accounts.
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."
Pick your Default tax code
In the Sync Settings card, set Default tax code (required) and optionally Default income account. Choose what to push with the Sync customers, Sync invoices, and Sync payments checkboxes, then click Save Sync Settings.
Backfill with Sync Now
Click Sync Now to queue every active customer and every non-draft invoice. From then on, records sync on their own as you work.
Invoices hold until a tax code is mapped
QuickBooks requires a tax code to record the exact tax OpsVara calculated, so invoice sync holds until you pick a Default tax code. Held invoices appear under Needs Attention on the Integrations tab and release automatically once the tax code is saved.
Import Your QuickBooks Customers
If your customer list already lives in QuickBooks, pull it in instead of retyping it. On SettingsIntegrations, click Import Customers from QuickBooks, pick the customer type for the batch (QuickBooks has no customer-type concept, and you can change individual customers afterward), then click Start Import.
- A QuickBooks customer that matches an existing OpsVara customer by name or email is linked, never overwritten — nothing you maintain in OpsVara changes.
- Everyone else is created in OpsVara with their name, contact, email, phone, and addresses.
- The import is quiet: it sends no portal invites, and imported customers are not pushed back to QuickBooks.
- Re-running the import is safe — customers that are already linked are skipped.
When it finishes, the connection card shows a summary line: "Last import: N imported, M linked, K already synced."
Imported customers have no service sites yet
QuickBooks tracks who you bill, not where you work — so every imported customer arrives with no site. A customer with no site cannot be scheduled, cannot hold a job, and cannot be billed for work. Send your site list (with pool sizes or acreage if you track them) to your OpsVara contact: they import it against the customers you just brought in, so nothing is retyped and no customer is duplicated.
When something doesn't sync
The Integrations tab shows a Needs Attention list whenever records are stuck:
- Held means the record is waiting on a setting — usually the default tax code.
- Error means the push failed. Errored records retry automatically every night, or immediately when you click Sync Now.
Each invoice page also shows a small QuickBooks chip (Synced, Held, or Error) so you can check a single invoice without leaving it.
If the connection banner says Reconnect Required, QuickBooks expired the authorization (this happens after roughly 100 days without sign-in). Click Reconnect QuickBooks — your settings and history are kept.
Known limitations
- The sync is one-way. Changes made inside QuickBooks are not pulled into OpsVara, and OpsVara's next push overwrites them.
- Payments post once. Later edits, removals, or refunds in OpsVara do not update QuickBooks — correct those in QuickBooks.
- 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.
- Deactivating a customer in OpsVara does not deactivate them in QuickBooks.
- 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.
Frequently asked questions
Does the sync go both ways?
Ongoing sync is one-way — OpsVara pushes to QuickBooks, and edits made inside QuickBooks are not pulled back. The one exception is the on-demand customer import, which pulls your existing QuickBooks customer list into OpsVara when you click Import Customers from QuickBooks.
Can I import my existing QuickBooks customers?
Yes. On Settings → Integrations, click Import Customers from QuickBooks, pick the customer type for the batch, and start the import. Customers that already exist in OpsVara are matched by name or email and linked — never overwritten — and re-running the import is safe.
My imported customers have no sites. How do I add them?
QuickBooks has no concept of a service location, so imported customers arrive with none. Send your site list to your OpsVara contact — they import it with a spreadsheet that attaches sites, and their vertical details like pool volume or acreage, onto the customers you already imported.
Why does an invoice show Held?
Invoices wait until you pick a Default tax code in Sync Settings — QuickBooks needs a tax code to record the exact tax OpsVara calculated. Pick one, save, then click Sync Now.
What happens if I connect a different QuickBooks company?
OpsVara clears its stored record mappings, because QuickBooks ids only mean something inside one company. On the next sync, records are matched into the new company by customer name or email and by invoice number, or created fresh.
Do payment edits or refunds sync?
No. A payment is pushed to QuickBooks once, when it is recorded. Editing or removing it later in OpsVara does not change QuickBooks — make that correction in QuickBooks directly.