Invoicing integration
QuickBooks Online wired to your proposals, from the deposit to the balance
A venue that keeps its books in QuickBooks Online issues its invoices there, straight from the signed proposal. QuickBooks numbers them and computes the sales tax, and the proposal turns to paid as soon as the payment is recorded.
Issued in your books
The invoice is created in your QuickBooks company, in your numbering. Your bookkeeper finds it where they already reconcile.
Sales tax computed by QuickBooks
In the US, QuickBooks applies the sales tax of the customer's address. Elsewhere, each line takes the tax code that matches its rate.
Stays connected
The authorization renews on its own. If it is revoked from QuickBooks, Joinways tells you and you reconnect in one click.
What the QuickBooks integration does
The proposal signed in Joinways becomes the invoice your books expect.
Connected in one authorization
Link your QuickBooks Online company through Intuit's sign-in. Joinways creates customers and invoices and reads their payments.
Deposit and balance from the proposal
On a signed proposal, issue the deposit then the balance, or a single invoice. The balance deducts what the deposit already billed. Every line is booked on the product or service you choose, so the revenue lands in the right income account.
Payments come back to Joinways
When the client pays through the QuickBooks payment link, or when the payment is recorded in QuickBooks, the proposal turns to paid in Joinways with nothing to re-enter.
At a glance
- Category
- Accounting
- Availability
- Available
- Setup time
- About 2 minutes
- Who can connect
- The workspace owner or an admin
- What flows where
- Invoices and customers go to QuickBooks, payments come back
- Updates
- Payments reported by Intuit webhooks, checked again every 6 hours
- Needed on the tool's side
- QuickBooks Online, signed in as a company admin
- Built by
- Joinways (native integration)
Before you start
- A QuickBooks Online company. QuickBooks Desktop is not supported.
- A QuickBooks admin user to authorize Joinways, and the owner or an admin of the Joinways workspace to start the connection.
- QuickBooks Payments turned on if you want clients to pay online from the invoice.
- Outside the US: a QuickBooks tax code for each tax rate used in your proposals.
- Multicurrency turned on in QuickBooks if your proposals use a different currency from your books.
What Joinways reads and writes in QuickBooks
- Your company settings: country, currency, numbering and sales tax
- Customers, found by email or created once
- Full, deposit and balance invoices issued from the signed proposal
- The product or service the lines are booked on, chosen in your settings
- Payments applied to those invoices, to mark the proposal as paid
- Not touched: your bank feed, bills, expenses or payroll
Security and access
- Access goes through Intuit's sign-in (OAuth). No QuickBooks password is ever typed into Joinways.
- Joinways creates customers, invoices and one product or service in QuickBooks, and reads your company settings, tax codes and payments.
- Your bank feed, bills, expenses and payroll are never read or written.
- Tokens are stored encrypted and renewed automatically.
- Disconnecting from your settings revokes the access at Intuit. You can also revoke it from QuickBooks.
What it does not do
- It does not issue credit memos or refunds: a paid invoice is corrected in QuickBooks.
- It does not accept negative lines: a discount is folded into the line it applies to.
- It does not import invoices created directly in QuickBooks into Joinways.
- It does not work with QuickBooks Desktop.
How to connect QuickBooks to Joinways
The connection goes through Intuit's sign-in, never a password typed into Joinways. It takes about a minute.
- 1
Open your integration settings
In Joinways, go to Settings, Integrations, Invoicing, and pick QuickBooks.
- 2
Sign in to QuickBooks
Choose the QuickBooks Online company to connect and allow access. Only the workspace owner or an admin can do it.
- 3
Pick the product or service
Choose the QuickBooks product or service your invoice lines are booked on. Without a choice, Joinways creates one on your service income account.
- 4
Invoice from the proposal
On a signed proposal, issue the invoice through QuickBooks. The payment status updates on its own.
Where it helps day to day
The wedding deposit paid online
The couple pays the deposit from the QuickBooks invoice link. The payment reaches Joinways, the proposal turns to paid and the date is confirmed without anyone opening QuickBooks.
The bookkeeper who closes the month
An outside bookkeeper opens QuickBooks on the first of the month. Every event invoice is already there, numbered, taxed and matched to its payments, with no export from the venue.
The balance paid by check
The client hands a check at the event. The venue records it in QuickBooks as usual, and the proposal turns to paid in Joinways without anyone updating it.
Why connect QuickBooks Online to Joinways?
Many independent venues in the US keep their books in QuickBooks Online. The proposal lives in one tool, the invoice is typed again in QuickBooks, and someone checks later that the deposit came in before confirming the date.
With the connection, the invoice starts from the signed proposal, with its lines, its customer and its deposit. QuickBooks keeps its role: numbering, sales tax, payment and ledger. Joinways keeps the event, and knows when it is paid.
And without the QuickBooks integration?
The same lines are typed twice, once in the proposal and once in the QuickBooks invoice, and any difference between the two is found later.
Until someone checks QuickBooks, Joinways does not know the deposit is paid, and the date waits to be confirmed.
