QuickBooks Integration

Overview

The QuickBooks Integration allows you to connect your Sophiie account with QuickBooks Online so your invoices and estimates stay in sync across both platforms. Changes you make in Sophiie flow to QuickBooks, and changes made in QuickBooks flow back to Sophiie.

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How to Connect

1. Navigate to Settings

   • Log in to your Sophiie account.
   • Go to Settings > Integrations.
   • Find the QuickBooks section.

2. Connect to QuickBooks

   • Click the Connect button.
   • You will be redirected to the QuickBooks sign-in page.

3. Grant Permissions

   • Sign in to your QuickBooks account.
   • Select the company you want to connect.
   • Review the requested permissions and click Connect.

4. Complete Setup

   • After granting access, you'll be returned to Sophiie and a setup dialog opens automatically.
   • Select the Income Account that invoices and quotes should be recorded against in QuickBooks.
   • Sophiie also creates a product in QuickBooks called Sophiie Item linked to that account. This is the product that appears on the line items of every invoice and estimate Sophiie syncs, so the amounts land in the right account.
   • Click Save.

   Note: Sync will not run until setup is complete. Until you save the Income Account, the integration card shows a Setup Incomplete warning and the action button switches to Complete Setup so you can re-open the dialog later.

5. Successful Connection

   • Once connected, you'll see your QuickBooks company name in the integration section.
   • The sync toggles and Sync Now button will become available.

Note: Your Sophiie organization's country and currency must match the QuickBooks company. If they don't match, the connection will be rejected with an error prompting you to update your settings.

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Sync Settings

Once connected, you'll find two toggles in each settings page (Invoice Settings and Quote Settings):

• Sync to QuickBooks — Automatically sends your changes from Sophiie to QuickBooks.
• Sync from QuickBooks — Automatically pulls changes from QuickBooks into Sophiie.

Both toggles are off by default and work independently. You can enable one, both, or neither depending on your workflow.

You can also click Sync Now at any time to run a full sync in both directions, regardless of your toggle settings.

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Invoice Syncing

When invoice syncing is enabled, your invoices are kept in sync between Sophiie and QuickBooks:

• Approving, editing, or cancelling invoices in Sophiie will update QuickBooks automatically.
• Invoices created in QuickBooks are imported into Sophiie.
• Sending an invoice in Sophiie marks it as sent in QuickBooks too, so it leaves the Drafts list and appears under Open invoices.
• Voiding an invoice in QuickBooks appears as Cancelled in Sophiie.

Note: Marking an invoice as paid is handled in QuickBooks. Once a payment is recorded in QuickBooks, Sophiie reflects the updated Paid status on its side. The Paid status cannot be set manually in Sophiie while QuickBooks is connected.

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Quote Syncing

In QuickBooks, quotes are called Estimates. When quote syncing is enabled, your quotes are kept in sync between Sophiie and QuickBooks:

• Creating, editing, sending, accepting, or declining quotes in Sophiie updates the matching estimate in QuickBooks.
• Estimates created in QuickBooks are imported into Sophiie.
• When a customer accepts or declines a quote via the acceptance link, the response is reflected in QuickBooks.
• 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 is kept.

Note: While QuickBooks is connected, customer responses and the cancel action are the recommended way to change a quote's status, so both systems stay consistent.

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Customers and Contacts

When syncing, Sophiie automatically matches QuickBooks customers to your existing customers using email first, then name and phone number. If multiple QuickBooks customers share the same email, they are linked to the same customer in Sophiie.

If a customer in QuickBooks doesn't match any existing customer, a new customer is created in Sophiie for you.

QuickBooks requires customer display names to be unique. If Sophiie tries to create a customer with a name that already exists in QuickBooks (including inactive ones), the existing record is reused.

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Limitations

1. Country and Currency — Your Sophiie and QuickBooks organizations must use the same country and currency.

2. Single Company — You can only connect one QuickBooks company at a time. Switching to a different company means previously synced records will no longer be linked.

3. Customer Required — Invoices and quotes must have a customer assigned before they can sync to QuickBooks. Records without a customer are skipped.

4. Quotes Need Items — Quotes must have at least one line item to sync. Empty quotes are skipped.

5. Paid and Partially Paid Invoices Are Not Synced — If an invoice is paid or partially paid in Sophiie, it is not pushed to QuickBooks. Payments must be recorded in QuickBooks directly — the Add Payment option in Sophiie is hidden while QuickBooks is connected.

6. Cancelled Records Don't Backfill — Invoices and quotes that were already cancelled before QuickBooks was connected are not pushed.

7. Customer Reactivation — QuickBooks does not let you permanently delete a customer, only deactivate them. If Sophiie updates a customer that was deactivated in QuickBooks, it is reactivated for you.

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How to Disconnect

1. Go to Settings > Integrations.
2. In the QuickBooks section, click Disconnect.
3. Confirm the disconnection when prompted.

After disconnecting, Sophiie will no longer sync with QuickBooks. Previously synced records remain in both systems but will no longer receive updates.

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FAQ

What happens if I disconnect my QuickBooks account?

Invoices and quotes will no longer sync between Sophiie and QuickBooks. Previously synced records remain unchanged in both systems but stop receiving updates.

What if I connect a different QuickBooks company?

Records synced to the previous company will no longer be linked and will be skipped during future syncs.

What if a sync fails?

Failed records are automatically retried on the next sync. You can also click Sync Now to force a retry immediately.

Are invoices and quotes synced together?

No. Invoice syncing and quote syncing are independent. Each has its own toggles and Sync Now button in their respective settings pages.

What fields are synced to QuickBooks?

Core fields sync: dates, customer, status, line items (name, quantity, price, tax), and tax codes.

How quickly do changes appear?

Changes from Sophiie to QuickBooks appear within seconds. Changes from QuickBooks to Sophiie appear within seconds when triggered by QuickBooks events.

How are tax codes handled?

Sophiie automatically matches your line item tax rates to the closest matching tax code in your QuickBooks company. The matched tax code is remembered for future syncs.

How do payments work when QuickBooks is connected?

Payments are managed in QuickBooks. Record the payment in QuickBooks, and the invoice will move to Paid in Sophiie automatically. The Add Payment option is not available in Sophiie while QuickBooks is connected.

What if I have more than one integration connected?

Each integration syncs independently. See the Multiple Integrations guide under Invoice & Quote for how changes flow when more than one is connected.

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Conclusion

The QuickBooks Integration helps you keep your financial data consistent across Sophiie and QuickBooks. Connect your account, enable the sync settings that fit your workflow, and let Sophiie handle the rest.

For additional help, please contact our support team.