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Connecting QuickBooks to ClientSynq

Last updated: October 20, 2018

Connecting QuickBooks to ClientSynq

Learn how to securely connect your QuickBooks Online account to ClientSynq in just a few minutes.

Prerequisites

Before you begin, make sure you have:

  • An active QuickBooks Online subscription
  • Admin access to your QuickBooks account
  • A ClientSynq account (sign up here)

Connection Steps

Step 1: Navigate to Settings

  1. Log in to your ClientSynq account
  2. Click Settings in the left sidebar
  3. Select QuickBooks from the settings menu

Step 2: Initiate Connection

  1. Click the green Connect to QuickBooks button
  2. You'll be redirected to the Intuit login page
  3. Log in with your QuickBooks credentials

Note: This uses secure OAuth 2.0 authentication - we never see or store your QuickBooks password.

Step 3: Authorize Access

QuickBooks will ask you to authorize ClientSynq to access your data. You'll see:

What ClientSynq Can Access:

  • ✅ Customer list (read-only)
  • ✅ Invoices (read-only for Basic, read/write for Pro)
  • ✅ Payment information (read-only)

What ClientSynq Cannot Access:

  • ❌ Bank accounts
  • ❌ Expenses
  • ❌ Vendor information
  • ❌ Employee/payroll data

Step 4: Confirm Connection

  1. Click Authorize in QuickBooks
  2. You'll be redirected back to ClientSynq
  3. Your QuickBooks data will begin syncing automatically

Sync typically takes 1-5 minutes depending on how many customers and invoices you have.

What Gets Synced?

Customer List

  • All active customers from QuickBooks
  • Customer names and email addresses
  • Current balance information
  • Sync frequency: Every 24 hours (automatic)

Invoices

  • All unpaid and recently paid invoices
  • Invoice numbers, dates, and amounts
  • Line items and descriptions
  • Due dates and payment terms
  • Sync frequency: Every hour for new/updated invoices

Payment Information

  • Payment history from QuickBooks
  • Payment methods used
  • Sync frequency: Real-time when payments are recorded

Verifying the Connection

After connecting, you should see:

  1. Green checkmark on the QuickBooks Settings page
  2. Your company name displayed
  3. Last sync timestamp
  4. Number of customers synced

Troubleshooting Connection Issues

"Connection Failed" Error

Cause: Usually a temporary QuickBooks API issue or network timeout

Solution:

  1. Wait 5 minutes
  2. Try connecting again
  3. Make sure you have QuickBooks admin access
  4. Check your internet connection

"Authorization Expired" Message

Cause: QuickBooks requires periodic re-authorization (every 6 months for security)

Solution:

  1. Click Reconnect in Settings → QuickBooks
  2. Log in to QuickBooks again
  3. Re-authorize access
  4. That's it! No data is lost.

Customers Not Showing Up

Cause: Sync may still be in progress or customers are inactive in QuickBooks

Solution:

  1. Check the last sync time on the QuickBooks Settings page
  2. Click Sync Now to manually trigger a sync
  3. Make sure customers are marked as "Active" in QuickBooks
  4. Wait a few minutes and refresh the page

Invoices Missing or Outdated

Cause: Invoices may not have synced yet or are older than 12 months

Solution:

  1. Click Sync Now to manually trigger a sync
  2. Only invoices from the last 12 months sync automatically
  3. Check that invoices exist in QuickBooks

Security & Privacy

How is my data protected?

  • Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
  • OAuth 2.0: Industry-standard secure authentication (same as Gmail, Dropbox)
  • Read-only by default: Basic plan has read-only access
  • No password storage: We never see or store your QuickBooks password
  • SOC 2 compliant: Our infrastructure meets enterprise security standards

Can I disconnect anytime?

Yes! You can disconnect in two ways:

From ClientSynq:

  1. Settings → QuickBooks
  2. Click Disconnect
  3. Confirm disconnection

From QuickBooks:

  1. QuickBooks Settings → Apps
  2. Find ClientSynq
  3. Click Disconnect

What happens when you disconnect:

  • ✅ We stop syncing new data immediately
  • ✅ Existing data in ClientSynq remains (for your records)
  • ✅ Client portals continue to work with existing invoices
  • ✅ You can reconnect anytime without data loss

Plan-Specific Features

Basic Plan

  • ✅ Read-only access to customers and invoices
  • ✅ View invoices in QuickBooks
  • ✅ Sync customer list
  • ❌ Cannot create invoices from ClientSynq
  • ❌ Cannot record payments to QuickBooks

Pro Plan

  • ✅ Everything in Basic, plus:
  • ✅ Read/write access to invoices
  • ✅ Create invoices in ClientSynq (syncs to QuickBooks)
  • ✅ Record payments from portal directly to QuickBooks
  • ✅ Two-way sync for invoices and payments

Enterprise Plan

  • ✅ Everything in Pro, plus:
  • ✅ Custom API integrations
  • ✅ Webhook support for real-time updates
  • ✅ Advanced sync controls

Best Practices

  1. Keep QuickBooks Up to Date

    • Use the latest version of QuickBooks Online
    • Keep customer emails current for portal invitations

  2. Regular Syncs

    • ClientSynq syncs automatically, but you can manually sync anytime
    • Use manual sync after making bulk changes in QuickBooks

  3. Customer Emails

    • Make sure customers have valid email addresses in QuickBooks
    • This allows them to receive portal invitations

  4. Invoice Organization

    • Keep invoice numbers consistent in QuickBooks
    • Use clear descriptions (they appear in the client portal)

Common Questions

Does this work with QuickBooks Desktop?

No, ClientSynq only works with QuickBooks Online. QuickBooks Desktop doesn't support the secure OAuth connections we use.

Will this slow down my QuickBooks?

No! ClientSynq connects through QuickBooks' public API, which has no impact on your QuickBooks performance.

Can multiple team members connect?

Yes! Pro plan allows multiple team members. Each can connect with their own QuickBooks login (as long as they have admin access).

What if I change QuickBooks accounts?

  1. Disconnect the old account
  2. Connect the new account
  3. Data syncs from the new account immediately

Is there a cost from QuickBooks for this integration?

No! QuickBooks API access is included with your QuickBooks Online subscription at no additional cost.

Next Steps

After connecting QuickBooks:

  1. Invite clients to the portal - Start sharing invoices
  2. Set up payments (Pro plan) - Enable online payments
  3. Customize your branding (Pro plan) - Match your business

Still Having Issues?

Can't connect or running into problems? We're here to help!

Last Updated: October 26, 2025

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