Accounting integration
QuickBooks Online wired to your proposals, from the deposit to the balance
If your venue keeps its books in QuickBooks Online, you issue invoices there straight from the signed proposal. QuickBooks numbers them and calculates sales tax, and the proposal is marked paid as soon as the payment is recorded.
Issued in your books
The invoice is created in your QuickBooks company with your own numbering, so your bookkeeper finds it where they already reconcile.
Sales tax calculated 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.
A connection that renews itself
The authorization renews on its own. If it is revoked from QuickBooks, Joinways tells you, and a single click reconnects it.
What the QuickBooks integration does
The proposal signed in Joinways becomes the invoice your books expect.
One Intuit sign-in
Link your QuickBooks Online company through Intuit's sign-in. Joinways then creates customers and invoices and reads their payments.
Deposit and balance from the proposal
From a signed proposal, issue a single invoice, or the deposit and then the balance, which deducts the deposit already billed. Every line is booked on the product or service you choose, so the revenue lands in the right income account.
Payment recognized on its own
When the client pays through the QuickBooks payment link, or when the payment is recorded in QuickBooks, the proposal is marked paid in Joinways with nothing to re-enter.
At a glance
- Category
- Accounting
- Availability
- Available
- Setup time
- About 2 minutes
- Who can connect
- A workspace owner or admin
- What moves
- Invoices and customers go to QuickBooks, payments come back
- Updates
- Payments reported by Intuit as they happen, checked again every 6 hours
- Requirements
- 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 moves between Joinways and 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
- Never read or changed: 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.
Connect QuickBooks to Joinways
The connection goes through Intuit's sign-in, so no password is ever typed into Joinways. It takes about two minutes.
- 1
Open Settings > Integrations
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 this.
- 3
Pick the product or service
Choose the QuickBooks product or service your invoice lines are booked on. If you do not pick one, Joinways creates one on your service income account.
- 4
Invoice from the proposal
On a signed proposal, issue the invoice through QuickBooks. The payment then comes back on its own.
QuickBooks, day to day
The offsite deposit paid online
The company pays the deposit from the QuickBooks invoice link. The payment reaches Joinways, the proposal is marked 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 over a check at the event. The venue records it in QuickBooks as usual, and the proposal is marked paid in Joinways without anyone updating it.
Frequently asked questions
Why connect QuickBooks to Joinways?
In the US, many independent venues keep their books in QuickBooks Online. The proposal is made in one tool, the invoice is typed again in QuickBooks, and someone checks later that the deposit came in before confirming the date.
Once QuickBooks is connected, 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), while Joinways tracks the payment and marks the proposal as paid.
And without the QuickBooks integration?
The invoice is retyped in QuickBooks from the proposal signed in Joinways, and that is also where the payment is checked, so Joinways does not know the deposit has arrived.
The date stays on hold until someone checks the deposit and updates the proposal.
What does the QuickBooks connection do?
It links your QuickBooks Online company to your Joinways workspace. From a signed proposal, Joinways creates the invoice in QuickBooks (full, deposit, or balance) and tracks its payment until the proposal is paid.
QuickBooks Online or QuickBooks Desktop?
QuickBooks Online only, in every country where Intuit sells it. Desktop editions are not supported.
How is sales tax handled?
QuickBooks calculates it. In the US, each line is marked taxable or not and QuickBooks applies the rate of the customer's address, so the total can differ slightly from the proposal's estimate. Outside the US, each line takes the QuickBooks tax code matching its rate; if none matches, Joinways says so instead of guessing.
Show 5 more questions
How do my clients pay?
Through the payment page of the QuickBooks invoice, by card or bank transfer, when QuickBooks Payments is active on your company. Otherwise they pay as usual and you record the payment in QuickBooks. Either way, the proposal is marked paid in Joinways.
Will my customer list fill up with duplicates?
No. The client is found in QuickBooks by email, or created once.
Can I cancel an invoice from Joinways?
Yes, while it is unpaid: it is voided in QuickBooks and keeps its number. A paid invoice is refunded in QuickBooks.
How is the access protected?
Through Intuit's OAuth sign-in: you sign in at QuickBooks, never in Joinways. Tokens are stored encrypted, renewed automatically, and revocable from your settings or from QuickBooks.
What if my proposal uses a different currency from my books?
QuickBooks accepts it when multicurrency is on in your company. Otherwise Joinways refuses the invoice and tells you why.
