The QuickBooks integration in OfficeRnD Flex allows you to automate your billing and accounting processes, saving time and reducing the risk of manual errors.
By connecting both platforms, you can automatically sync customer data, invoice records, and payment statuses. This ensures that your financial information is always up to date across both systems. With the right setup, you can easily map OfficeRnD Billing Plans and tax rates to QuickBooks items and streamline invoice reconciliation.
This article explains how to activate and configure the integration step by step and avoid common issues.
How does the QuickBooks integration work?
OfficeRnD Flex integrates with QuickBooks to automate and sync key financial processes:
Generate Invoices: Invoices are created on the billing date configured under Settings > Billing Settings > Billing Rules.
Sync invoices and customer data: You can choose to sync invoices and customer profiles with QuickBooks either automatically or manually.
Export invoice documents: OfficeRnD can skip generating invoice PDFs, allowing QuickBooks to create them instead.
Send invoices: You can configure OfficeRnD to send synced invoices automatically.
Pull charges: OfficeRnD can automatically pull reconciled payments from QuickBooks and mark those invoices as Paid in OfficeRnD Flex.
Important precautions
Before you start, keep in mind the following important precautions:
Use only one system to charge customers: Use either OfficeRnD or QuickBooks for this purpose. Using both could lead to double charges.
Refunds in Credit Notes are not supported in QuickBooks. Learn more about Credit Note refunds →
Do not connect multiple QuickBooks accounts to the same OfficeRnD location or to all locations. This will cause sync failures.
Currently, the integration only pulls charges marked as Invoice or Journal Entry in QuickBooks. Support for other transaction types, such as Deposit, is in development.
Integrate OfficeRnD with QuickBooks
Avoid using Safari to configure the QuickBooks integration. Use Google Chrome instead.
Before starting, ensure you have active accounts in both OfficeRnD Flex and QuickBooks.
To activate the QuickBooks integration:
Go to Settings > Integrations.
In the Accounting section, find QuickBooks and click Add.
Choose the location(s) to connect and click Add.
If no location is selected, the integration will connect to all OfficeRnD locations by default.
You can link each location created in OfficeRnD to a specific QuickBooks account. This allows you to associate the same OfficeRnD Billing Plans with different QuickBooks products or services, solely based on the location of the customers being invoiced.
Click Connect.
Sign in to your QuickBooks account and authorize OfficeRnD to use it.
Click Configure to customize how data is shared between the platforms.
General configuration settings
Depending on how you set up the integration, OfficeRnD will inform QuickBooks when a new invoice is created or updated. Additionally, OfficeRnD can periodically request that QuickBooks update invoice payments. You determine whether this process is automated or triggered manually.
Each synchronization contains information about the invoices and their line items. This is why you must configure mappings between the attributes of the invoice line items in OfficeRnD and QuickBooks—such as tax rates, plans, and payment accounts—so that you can help OfficeRnD translate the invoice data into QuickBooks' language.
The general configuration settings are available on the General tab.
Sync Behavior – Choose to sync invoices manually or automatically when they are created or updated in OfficeRnD.
If you turn off invoice generation in OfficeRnD and set sync to manual, OfficeRnD will only generate invoice numbers and PDF files after the first manual sync.
To turn off invoice generation in OfficeRnD, go to Settings > Billing Settings > Billing Rules and clear "We'll generate invoices in OfficeRnD" and "We'll generate invoice documents in OfficeRnD".
Additionally, if you use a purchase flow that sends invoices automatically, it won't work unless a PDF has already been generated.
Pull charges automatically – When selected, OfficeRnD will automatically pull charges every 6 hours. Additionally, OfficeRnD will mark invoices as Paid when QuickBooks reconciles the payment.
Allow multi-currency mode – Select this if your QuickBooks account supports multiple currencies. OfficeRnD will send the correct currency code with each invoice.
Message displayed on invoice – If you generate the invoice documents in QuickBooks, you can set a template for a private note to appear on QuickBooks invoices.
Statement Memo - If you generate the invoice documents in QuickBooks, you can set a template to populate the invoice Statement memo field in QuickBooks. This can include the following placeholders:
documentNumberdocumentReferencecustomerNamecustomerEmail
Configure payment accounts
Open the Payment Accounts tab to match OfficeRnD payment options with QuickBooks accounts.
Payment options in OfficeRnD are listed on the left side. First are the manual payment options. After that, you will see any options provided by an integrated payment provider.
Cash – Map to a QuickBooks payment account to record cash payments manually entered on invoices in OfficeRnD.
Bank Transfer – Map to a QuickBooks payment account to record bank transfer payments manually entered on invoices in OfficeRnD.
POS – Map to a QuickBooks payment account to record point-of-sale payments manually entered on invoices in OfficeRnD.
Cheque – Map to a QuickBooks payment account to record cheque payments manually entered on invoices in OfficeRnD.
[Payment provider] Card – Available if you have integrated OfficeRnD with a credit card payment provider. Map to a QuickBooks payment account to record credit card payments charged via OfficeRnD.
[Payment provider] Payment Method – Available if you have integrated OfficeRnD with a payment provider that accepts non-credit card transactions, such as ACH, SEPA, BACS, BECS, or PAD. Map to a QuickBooks payment account to record the payments charged via OfficeRnD.
Stripe Terminal – Available if you have integrated OfficeRnD with Stripe and have connected your Stripe Terminals. Map to a QuickBooks payment account to record the payments charged via OfficeRnD with a Stripe Terminal.
Configure Tax Rates
On the Tax Rates tab, map all Tax Rates created in Billing & Products > Tax Rates in OfficeRnD to the corresponding Tax Rates in QuickBooks. This includes mapping any 0% tax rates. Unmapped rates will cause errors during syncing.
Configure tracking invoice line items
The Tracking tab allows you to track revenue by location using QuickBooks properties.
Track location by – Choose whether you want to use Classes or Locations in QuickBooks to tag the invoices.
[Location Name] – Map each OfficeRnD location to a QuickBooks Class or Location to enable location-based revenue reporting.
Note: Please note that according to QuickBooks's Pricing list, the Simple Start and Essentials plans do not support tracking inventory and tracking project profitability.
Configure products and services
This is the most important step of the integration. On the Products & Services tab, map each OfficeRnD Billing Plan to a Product or Service in QuickBooks. This is how OfficeRnD determines which products and services to include on an invoice synced with QuickBooks, ensuring they are accurately represented in QuickBooks reports.
For more information, please consult QuickBooks' documentation about adding product and service items.
OfficeRnD Billing Plans must be mapped individually.
Categories in QuickBooks are applied automatically when linked products/services are used.
Default revenue accounts can also be mapped to QuickBooks products/services.
Billing Plans
At the top of the Products & Services tab, you will see a list of all Billing Plans configured in OfficeRnD. You must map each plan to a product or a service in QuickBooks.
Important: OfficeRnD doesn't map Billing Plans to QuickBooks categories. If you use categories in QuickBooks, map the OfficeRnD Billing Plans to the proper products or services in QuickBooks, and the categories will be automatically applied to QuickBooks.
Default Accounts
Scroll down to find a list of the default Revenue Accounts in OfficeRnD. You must map each Revenue Account to a product or a service in QuickBooks.
To change the default OfficeRnD Revenue Accounts, go to Settings > Billing Settings > Revenue Accounts.
Generating invoice numbers
We recommend using QuickBooks numbering to prevent duplicate invoice numbers between the two systems. To do this:
Go to Settings > Billing Settings > Billing Rules and clear the Generate invoice numbers in OfficeRnD checkbox.
Turn off Custom transaction numbers in QuickBooks.
If you prefer OfficeRnD to generate the invoice numbers:
Open QuickBooks and go to Company Settings > Sales.
In the Sales from Content section, turn on Custom transaction numbers.
How customer creation and sync work
When syncing an invoice to QuickBooks for the first time, OfficeRnD attempts to match or create a customer:
OfficeRnD checks the email address from the company or team profile.
If a matching email is found in QuickBooks, OfficeRnD checks the corresponding customer's name in Flex (the billing name, if present, or the actual name of the member or company, if no billing name is available) and links the profile. If no name match is found, the first customer matched by email is linked.
If no matches are found by email or name, OfficeRnD creates a new customer in QuickBooks. If the Flex customer is a company, the company name is used.
Once linked, customer profiles cannot be unlinked. If contact details are updated in OfficeRnD, they are also updated in QuickBooks.
Sync behavior notes
Please note the following regarding the sync between OfficeRnd and QuickBooks:
If a payment created in OfficeRnD is deleted from QuickBooks and the invoice is manually re-synced from OfficeRnD, the payment is removed from OfficeRnD. If you don't manually re-sync in OfficeRnD, the payment will not be removed.
If a line item is removed from an invoice in QuickBooks, and the invoice is manually re-synced in OfficeRnD:
The line item will still appear on the invoice in OfficeRnD.
However, the invoice total in OfficeRnD will be updated to reflect the change.
If the invoice is not manually re-synced, OfficeRnD will not show any changes.
Use case: Deposits in QuickBooks
If you apply a deposit in QuickBooks to an invoice originally created in OfficeRnD, this deposit will not sync back to OfficeRnD, and the invoice due amount in OfficeRnD won't change.
To reduce the amount due on an OfficeRnD invoice by using a deposit, follow the instructions in this article on deposit handling.
FAQ: OfficeRnD QuickBooks integration
Can I generate invoices in QuickBooks instead of OfficeRnD?
Can I generate invoices in QuickBooks instead of OfficeRnD?
Yes. You can configure OfficeRnD to skip generating invoice documents and let QuickBooks handle invoice creation. This is set during the integration configuration. If you choose this option, QuickBooks will generate the invoice PDFs and handle the formatting.
Can I sync invoices automatically?
Can I sync invoices automatically?
Yes. Go to Settings > Integrations and click Configure next to QuickBooks. On the General tab, set the Sync behavior to "Automatic" to sync invoices as soon as they are created or updated.
What happens if I delete a payment or line item in QuickBooks?
What happens if I delete a payment or line item in QuickBooks?
If you manually sync the invoice from OfficeRnD afterward:
Deleted payments will also be removed from OfficeRnD.
Deleted line items will remain visible, but the invoice total will reflect the change.
Why are my invoices not generating PDF files in OfficeRnD?
Why are my invoices not generating PDF files in OfficeRnD?
If sync is set to manual and you’ve disabled invoice generation in OfficeRnD, the invoice PDFs will only appear after you manually sync the invoice for the first time.
Can I connect more than one QuickBooks account to the same OfficeRnD location?
Can I connect more than one QuickBooks account to the same OfficeRnD location?
No. Doing so will cause sync failures and data mismatches.
How do I track revenue per location in QuickBooks?
How do I track revenue per location in QuickBooks?
Go to Settings > Integrations and click Configure next to QuickBooks. On the Tracking tab, map OfficeRnD locations to either Classes or Locations in QuickBooks.
Do I need to map 0% tax rates?
Do I need to map 0% tax rates?
Yes. All tax rates, including 0%, must be mapped for syncing to work properly.
What happens if I use both QuickBooks and OfficeRnD to send invoices?
What happens if I use both QuickBooks and OfficeRnD to send invoices?
Using both QuickBooks and OfficeRnD to send invoices is not recommended. Use only one system to avoid double charging your customers.
How can I resolve discrepancies in invoice counts between OfficeRnD and QuickBooks?
How can I resolve discrepancies in invoice counts between OfficeRnD and QuickBooks?
If you notice discrepancies in the number of invoices between OfficeRnD and QuickBooks, first review if any invoices were not synced. You can sync them in batches to expedite the process.
Can I sync older invoices to QuickBooks?
Can I sync older invoices to QuickBooks?
You can sync older invoices if they are not synced with another account. If you experience issues, ensure all invoices are correctly configured for synchronization.
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