Sync to QuickBooks Online

QuickBooks Sync is a paid add-on ($50/mo) that pushes your OpsVara billing records into QuickBooks Online automatically. The sync is one-way — OpsVara → QuickBooks — so your books follow what you actually billed, and OpsVara remains the source of truth.

What gets pushed, and when:

Set it up

1. 1

   Add QuickBooks Sync to your plan

   An admin opens SettingsBilling and adds the QuickBooks Sync add-on. It is not available on trial accounts.

2. 2

   Connect your QuickBooks company

   Open SettingsIntegrations and click Connect QuickBooks. Sign in at Intuit with a QuickBooks admin login and choose the company to connect. You are returned to OpsVara with "QuickBooks connected."

3. 3

   Pick your Default tax code

   In the Sync Settings card, set Default tax code and Default income account (both required before the first invoice syncs: the income account is what new service items are booked to). Choose what to push with the Sync customers, Sync invoices, and Sync payments checkboxes. If earlier invoices were already entered in QuickBooks by hand, set Only sync invoices dated on or after so a backfill cannot book them twice. Click Save Sync Settings.

4. 4

   Match the customers you already have

   If your customers are already in OpsVara, click Match Customers to QuickBooks and link them to their QuickBooks records before anything syncs (see below). This is what keeps invoices posting to the customers already in your books instead of creating duplicates.

5. 5

   Backfill with Sync Now

   Click Sync Now to queue every active customer and every non-draft invoice on or after your start date. From then on, records sync on their own as you work.

Match Your Existing Customers to QuickBooks

When your customers already live in OpsVara, link them to the records in your books before invoices flow. On SettingsIntegrations, click Match Customers to QuickBooks. Every active OpsVara customer is listed with its QuickBooks state:

• Linked — already tied to a QuickBooks customer.
• Suggested — a QuickBooks customer has exactly the same display name (or, failing that, the same primary email). Review the suggestions, then click Link all suggested.
• No match — click Link… to search your QuickBooks company by name and pick the right record. Use this whenever the two systems spell a name differently, such as "Smith, John" and "John Smith".

Linking writes nothing to QuickBooks. It only tells OpsVara which QuickBooks customer to post invoices and payments against.

Keep a customer out of QuickBooks

Tick Don't sync on a row of the match list, or open the customer's page under DirectoriesCustomers and tick Don't sync to QuickBooks in the QuickBooks card. An excluded customer is never pushed, and any invoice for them shows as Held under Needs Attention until you turn the switch back off.

Link or unlink from the customer page

The QuickBooks card on a customer's page shows which QuickBooks record they are linked to. Link to QuickBooks… or Change link… opens the same search, and Unlink forgets the link (the next sync matches by name or email again, and may create a new QuickBooks customer if nothing matches).

Import Customers from QuickBooks

If some customers exist only in QuickBooks, pull just those in. On SettingsIntegrations, click Import Customers from QuickBooks, search your QuickBooks company, tick the customers that belong in this OpsVara account, pick the customer type for any that will be created, and click Import selected.

• A ticked QuickBooks customer that matches an existing OpsVara customer by name or email is linked, never overwritten — nothing you maintain in OpsVara changes.
• Everyone else you ticked is created in OpsVara with their name, contact, email, phone, and addresses.
• Rows already linked are greyed out; Show inactive reveals inactive QuickBooks customers.
• The import is quiet: it sends no portal invites, and imported customers are not pushed back to QuickBooks.

Import all… brings in every active customer in the QuickBooks company. It asks you to type "import" first, because a company that serves several markets would land in this one OpsVara account in full.

When it finishes, the panel shows a summary, and the connection card shows "Last import: N imported, M linked, K already synced."

When something doesn't sync

The Integrations tab shows a Needs Attention list whenever records are stuck:

• Held means the record is waiting on a setting — usually the default tax code.
• Error means the push failed. Errored records retry automatically every night, or immediately when you click Sync Now.

Each invoice page and each customer page shows a small QuickBooks chip (Synced, Held, or Error) so you can check a single record without leaving it.

If the connection banner says Reconnect Required, QuickBooks expired the authorization (this happens after roughly 100 days without sign-in). Click Reconnect QuickBooks — your settings and links are kept, and OpsVara queues a sync so anything billed while the connection was down reaches QuickBooks.

Known limitations

• The sync is one-way. Changes made inside QuickBooks are not pulled into OpsVara, and OpsVara's next push overwrites them.
• Payments post once. Removing a manual payment or applying a Stripe refund in OpsVara flags the QuickBooks payment under Needs Attention so you can adjust it by hand; other edits do not update QuickBooks. When you apply a Stripe refund to an invoice, the QuickBooks payment is flagged under Needs Attention so you can adjust it by hand; a refunded payment that has not been applied yet waits there instead of posting.
• Voiding an OpsVara invoice that already has synced payments does not void it in QuickBooks; the record shows an error asking you to resolve it with a credit memo in QuickBooks. Combining invoices voids the originals in QuickBooks too.
• Contract credit applied to an invoice is not a QuickBooks payment. The invoice syncs with its full amount and a held row asks you to record a credit memo.
• If QuickBooks computes a different total than OpsVara billed (usually a tax-code or item setup difference), the invoice shows an error with both amounts instead of a green Synced.
• Deactivating a customer in OpsVara does not deactivate them in QuickBooks.
• Invoices dated before Only sync invoices dated on or after never sync, even when voided later — they were never in QuickBooks through OpsVara.
• The integration is designed for US-based QuickBooks Online companies.

Verify it worked

After Sync Now, the Integrations tab shows "Last synced" with a fresh timestamp and no Needs Attention card. In QuickBooks Online, open Sales → Invoices and confirm an OpsVara invoice appears with the same invoice number, lines, tax, and payments. On that invoice in Sales and BillingInvoices, the chip reads QuickBooks · Synced.