Overview
The QuickBooks Online integration connects your JobsiteOn workspace directly to your QuickBooks account. Every invoice, customer, pricebook item, vendor, deposit, credit memo, refund receipt, and purchase order stays in sync automatically — so your office team spends less time on data entry and more time running the business.
What you get
- Two-way contact sync — new customers created in JobsiteOn appear in QuickBooks, and vice versa.
- Invoice push — approved invoices are sent to QuickBooks with correct line items, tax, and totals.
- Pricebook → Items mapping — your JobsiteOn pricebook entries map to QuickBooks items so reporting stays consistent.
- Payment sync — when a payment is recorded in QuickBooks, the invoice status and amounts update in JobsiteOn automatically.
- Vendor sync — manage your subcontractors and suppliers in JobsiteOn and keep them synced to QuickBooks vendors.
- Deposit tracking — deposits recorded in QuickBooks sync back to JobsiteOn for accurate cash-flow visibility.
- Credit memos — credit memos created in either system stay in sync for accurate accounts receivable.
- Refund receipts — refund receipts sync between systems so your books always reflect the true balance.
- Purchase orders — purchase orders created in JobsiteOn push to QuickBooks for seamless procurement tracking.
Sync engine
The integration uses a robust sync engine with multiple layers of reliability:
- Real-time webhooks — QuickBooks sends instant notifications when records change, so updates appear in JobsiteOn within seconds.
- Change data capture (CDC) — a scheduled sweep runs every 15 minutes to catch any changes missed by webhooks.
- Nightly reconciliation — a deep reconciliation job runs every night to ensure both systems are fully in sync.
- Idempotent operations — duplicate events are safely deduplicated, preventing double-writes.
- Structured error tracking — sync failures are categorized with actionable resolution hints visible in your dashboard.
- Automatic retries — transient failures are retried with exponential backoff (up to 5 attempts).
Setup instructions
- Navigate to Settings → Workspace → Integrations in JobsiteOn.
- Click Connect next to QuickBooks Online.
- Sign in to your Intuit account and authorize the requested permissions.
- Choose which QuickBooks company file to connect (if you have more than one).
- Map your default income account and tax codes.
- Click Save & Sync to start the initial data sync.
The first sync may take a few minutes depending on how many contacts and items you have. After that, changes sync within seconds via webhooks.
Permissions requested
| Permission | Why it's needed |
|---|---|
| Read & write customers | Sync contacts between both systems |
| Read & write invoices | Push invoices and receive payment updates |
| Read & write items | Map pricebook entries to QuickBooks items |
| Read payments | Update invoice status when payments are recorded |
| Read & write vendors | Sync subcontractors and suppliers |
| Read & write deposits | Track deposit records for cash-flow visibility |
| Read & write credit memos | Keep accounts receivable accurate |
| Read & write refund receipts | Reflect refunds in both systems |
| Read & write purchase orders | Track procurement across systems |
Data synced
| JobsiteOn entity | QuickBooks entity | Direction |
|---|---|---|
| Contacts | Customers | Two-way |
| Invoices | Invoices | JobsiteOn → QuickBooks |
| Pricebook items | Items | JobsiteOn → QuickBooks |
| Payments | Payments | QuickBooks → JobsiteOn |
| Vendors | Vendors | Two-way |
| Deposits | Deposits | Two-way |
| Credit Memos | Credit Memos | Two-way |
| Refund Receipts | Refund Receipts | Two-way |
| Purchase Orders | Purchase Orders | Two-way |
Pricing
The QuickBooks integration is included in all JobsiteOn plans at no additional cost. You need an active QuickBooks Online subscription (Simple Start, Essentials, Plus, or Advanced).
FAQ
Can I connect multiple QuickBooks company files? Each JobsiteOn workspace connects to one QuickBooks company file. If you run multiple companies, create separate workspaces.
What happens if I disconnect? Data that has already been synced remains in both systems. No data is deleted. Future changes will stop syncing until you reconnect.
Does this work with QuickBooks Desktop? QuickBooks Desktop support is on the roadmap. The integration currently supports QuickBooks Online only.
How are duplicate contacts handled? During initial sync, JobsiteOn matches contacts by email address. If a match is found, records are linked rather than duplicated.
What happens if a sync fails? Failed syncs are automatically retried with exponential backoff. If a sync continues to fail after multiple attempts, it moves to a dead-letter queue visible in your integration dashboard with a clear error message and resolution steps.
How do I monitor sync health? Navigate to Settings → Products → Integrations → QuickBooks to see real-time sync status, job history, error logs, and mapping completeness.
Security
- OAuth 2.0 authentication — JobsiteOn never stores your Intuit password.
- All OAuth tokens are encrypted at rest with AES-256-GCM.
- All data is transmitted over TLS 1.2+.
- Webhook payloads are verified using HMAC signature validation.
- You can revoke access at any time from JobsiteOn settings or your Intuit account.
Troubleshooting
Sync not working? Check that your QuickBooks subscription is active and that the connected user still has admin permissions in QuickBooks.
Duplicate items appearing? Run the deduplication tool in Settings → Integrations → QuickBooks → Advanced. This will match records by name and merge duplicates.
Invoice totals don't match? Verify that your tax codes are mapped correctly in the integration settings. Rounding differences can also occur if tax-inclusive pricing is enabled in one system but not the other.
Seeing sync errors? Navigate to Settings → Products → Integrations → QuickBooks → Errors to see detailed error logs with resolution hints for each failure.