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Help Center › Admin screens, field by field › Settings → Connected apps: QuickBooks Online and Send to QuickBooks
Settings → Connected apps: QuickBooks Online and Send to QuickBooks
Field-by-field guide to the QuickBooks Online card, the Security key, and the Send to QuickBooks money-sync card.
Where to find it: Contractor Hub → Settings & Integrations → Settings → group Messages and connections → tab 🔌 Connected apps. Cards: QuickBooks Online, then (once connected) Send to QuickBooks: invoices, payments and expenses. Owner screen.
What it controls: first, a connection that syncs customers with QuickBooks Online. Second, an optional feed that sends your invoices, payments and approved expenses to QuickBooks. QuickBooks Desktop is not supported; use CSV import/export instead.
Before you start
- You need a QuickBooks Online company and an Intuit developer app. See
get-quickbooks-keys, and follow Intuit’s current instructions on Intuit’s screens. - The card’s walkthrough says: sign in at developer.intuit.com with your QuickBooks login, Create an app (QuickBooks Online and Payments, scope
com.intuit.quickbooks.accounting). For Production keys, finish Intuit’s short app questionnaire. Under Redirect URIs add the address shown in the card. For instant updates add the webhook address (with the Customer entity) and paste the key Intuit shows into Security key. Then paste the Client ID and Client Secret, choose Production or Sandbox, Save, Connect and pick your company.
Fields: QuickBooks Online card
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Redirect address (read-only + Copy) |
The address Intuit sends you back to. Paste it into Intuit’s Redirect URIs. | Click Copy. | In the walkthrough. |
Webhook address (read-only + Copy) |
Where QuickBooks tells VisionScaper that something changed (the “Automatic updates” address). | Paste into Intuit’s Webhooks, Customer entity. | In the walkthrough. Optional. |
Client ID |
Identifies your Intuit app. | Starts like AB…. |
Blank |
Client secret |
The app’s password. Stored encrypted, never shown again. Leave blank to keep. | Paste from Intuit. | “•••••••• (saved — leave blank to keep)” once saved. |
How data moves |
Import only (into VisionScaper), Export only (from VisionScaper) or Both ways (changes go each direction). |
Pick one. | Both ways |
QuickBooks company |
Which QuickBooks to talk to: Production (my real company) or Sandbox (testing). You cannot switch while connected: disconnect first. |
Production for real work. | Production |
Security key |
The secret that proves a message really came from QuickBooks (the old name is “verifier token”). Optional. Stored encrypted. | Paste the key Intuit shows for your webhook. | Blank. Placeholder “•••••••• (saved)” once saved. |
Update automatically every hour |
Runs the customer sync every hour. | Tick or untick. | Off |
Pass on deletions (when a contact is deleted on one side, remove it on the other) — off is safer |
Lets deletions travel across. | Leave off if unsure. | Off |
Save settings |
Saves the fields. | Click. | Toast “Saved.” |
Connect QuickBooks Online / Reconnect |
Sends you to Intuit to pick your company. Greyed until a Client ID and secret are saved. | Click. | |
Disconnect |
After you confirm, revokes access and deletes the saved keys. Customers stay in both places. | Click to leave. | Only when connected. |
The same sync buttons as Google appear once connected: 🔄 Update now, ⬇️ Import only, ⬆️ Export only, and ⚠️ N need review with Keep VisionScaper's, Keep QuickBooks Online's, Decide later. The card also says: “Customers only for now (invoices and payments later).” The money feed below is the part that sends invoices and payments.
Fields: Send to QuickBooks card (appears only when connected)
Text on the card: it “sends your invoices and the payments you record to QuickBooks, and can send approved expenses. Nothing is ever deleted in QuickBooks (a cancelled invoice is voided). Invoices and payments from before you turn this on are not imported. Both switches are off until you turn them on.” Each switch saves as soon as you click it.
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Send invoices and payments to QuickBooks (hourly and when something changes) |
Main switch for the money feed. Disabled if QuickBooks is not connected. | Tick to turn on. | Off. Toast: “Turned on. Open invoices are sent on the next run.” |
Also send approved expenses (only ones approved after you turn this on) |
Adds expenses to the feed. Disabled unless the main switch is on. | Tick to turn on. | Off. Toast: “Expenses will be sent from now on.” |
Run now |
Starts a send immediately. Disabled if the main switch is off or QuickBooks needs reconnecting. | Click. | |
| Status line (read-only) | Shows last run time and result, and counts: Needs review, Failed, Retrying. | Read only. | |
Retry (per problem) |
Tries a failed item again. Items marked pending retry on their own. | Click. | Toast “Tried again.” |
| Needs-your-review rows | Each shows the item, why (for example “Changed in both places”, “Invoice number already used in QuickBooks”, “Totals do not match”, “QuickBooks would not void it”, “Payment in QuickBooks does not match”, “Changed after it was sent”) and VisionScaper’s against QuickBooks’ values. Buttons: Keep mine (not for payments or expenses), Keep QuickBooks' (reads Record it here for a payment), Try again, Ignore. |
Pick one per row. | |
| Activity log (fold-out) | Table of the latest entries: When, What, Result, Note. | Read only. |
Steps
- Create the Intuit app and keys as the walkthrough says.
- Paste Client ID and Client secret. Choose QuickBooks company and How data moves.
- Click Save settings, then Connect QuickBooks Online. Pick your company at Intuit.
- Click 🔄 Update now to test the customer sync.
- Optional: add the webhook address at Intuit and paste its key into Security key, then Save settings.
- For invoices and payments, tick Send invoices and payments to QuickBooks…. Click Run now.
- Check the status counts. Work through any review rows.
Tips
- Use Sandbox first if you want to test with fake data. Switching later needs a disconnect.
- Turn on the expenses switch only when you want expenses in QuickBooks.
If something goes wrong
- “QuickBooks needs you to reconnect”: press Reconnect. Nothing is lost.
- “QuickBooks asked us to slow down”: the card shows when the next try is.
- “Connect QuickBooks above first”: the money card is waiting for a connection.
- “Disconnect first, then switch between Production and Sandbox”: do exactly that.