Overview

The QuickBooks Integration is a one-way sync from the Copilot Dashboard to your QuickBooks Online (QBO) account. Once an invoice is created, a matching invoice and customer (if the customer doesn't yet exist) is created in your QBO account.

If the customer already exists in your QBO account, the invoice sent to the client in your workspace will be matched to the customer in QBO.

From there, changes to the invoice and payments are tracked and sent to your QBO account. Each line item in an invoice is associated with either the default Sales service set up in your QuickBooks Online (QBO) account or with Copilot products you’ve mapped to QBO items.

Note: This is a one-way sync. Invoices created directly in QBO will not appear in the Copilot Dashboard.

App setup

1. Navigate to App Setup, and click + Add an app in the top right corner.

2. Scroll down to the Internal Apps section, select QuickBooks, and click Install.

3. Edit the name of your app if you'd like, then click Add.

4. At the top of the page, click Connect to QuickBooks. You’ll be redirected to the QuickBooks Online (QBO) sign-in page. Enter your credentials to log in. Note: You must have an admin account on your QuickBooks to manage this integration.

5. In the Product Mapping section:

   1. If you do not yet want to sync your Copilot products to QuickBooks, click Confirm to skip. You can update this later at any time.

   2. To automatically sync products from Copilot to QuickBooks, check the box for Sync Copilot products to QuickBooks. This will create and update QuickBooks items when products are created or updated in Copilot. These products can be found in the QuickBooks dashboard under Sales & Get Paid -> Products & services.

6. To map existing Copilot products to your QuickBooks items:

   1. In the QuickBooks Items column, click the dropdown next to each Copilot product and select the corresponding QuickBooks item.

   2. Once finished, click Update Setting.

7. In the Invoice Details section at the bottom:

   1. Check Add absorbed fees to an Expense Account in QuickBooks if you want to track fees as expenses in a 'Copilot Fees' expense account in QuickBooks.

   2. Check Use company name when syncing invoices billed to companies if it is preferred to create QuickBooks customers using the company name rather than individual client names when invoices are billed to companies.

   3. Leave both boxes unchecked if you do not want either setting enabled.

8. When you're finished configuring your settings, click Enable App at the top of the page. A callout will appear saying QuickBooks sync is live once the sync is successful.

NOTE: Only invoices created after the integration was enabled will be synced. Historical invoices will not be included.

Testing the Integration

1. Create a test invoice in Copilot for a test client to verify the sync functionality.

2. After creating the invoice, visit your QuickBooks account to confirm that an invoice with the desired product mapping, customer details, and other settings were created as intended.

Additional Information

• Syncs into QBO happen instantaneously on:

  • Invoice creation

  • Invoice payment

  • Invoice voiding

• The invoice number created in Copilot will transfer over to QBO.

• The tax rate created for the invoice in Copilot will transfer over to the QBO invoice.

• When an invoice is created, the sync will try to match the client to an existing customer in QBO

  • The match is based on email address. If an existing QBO customer matches the email address, then the invoice will be issued to that customer.

• If a client doesn’t match a customer in QBO, we create a new customer in QBO.

  • NOTE: If there’s already a customer with a display name that matches the client name in Copilot, the sync will fail! QBO requires unique Display names.

• When an invoice is created for a company, the email used will be the one associated with the first client created under that company.

• To download your sync history as a CSV file, go to your QuickBooks app in Copilot, click the ellipsis (⋯) in the top right corner, and select Download sync history.

• If there is an issue with your sync, you will get an in-product notification and an email notification to reauthorize your QB account.

Upgrading to the new QuickBooks Integration

If you installed your QuickBooks app prior to July 31, 2025, you’ll need to add this new QuickBooks integration and remove the old sync.

Steps to upgrade:

1. Navigate to App Setup > QuickBooks > and click Disconnect.

2. Follow the instructions above under App Setup to add the new integration.

NOTE: Having two syncs live at the same time may cause duplicate invoices.

If you’re still using the old sync, please know that we will start deprecating support for that sync in October 2025. That means after that point, your sync may be out of date, and any issues with your QuickBooks will be addressed once you upgrade.

If you have any questions, please feel free to reach out to support@copilot.app.