QuickBooks Integration

Exlitem integrates with QuickBooks Online so your invoices stay in sync across both platforms. When you send an invoice on Exlitem, it automatically appears in your QuickBooks. When a payment is recorded in QuickBooks, the invoice is marked paid here too.

#Requirements

• A QuickBooks Online account (any QBO plan — Simple Start, Essentials, Plus, or Advanced)
• An Exlitem Premium subscription (included) or Pro subscription with the QuickBooks add-on ($10/month)

Note: QuickBooks Desktop is not supported. This integration works only with QuickBooks Online.

#Connecting QuickBooks

1. Go to Dashboard → Settings → Invoices
2. At the top of the page, find the QuickBooks Online Integration card
3. Click Connect QuickBooks
4. You'll be redirected to Intuit's authorization page
5. Sign in to your QuickBooks account and click Authorize
6. You'll be redirected back to Exlitem with a confirmation message

Once connected, the card shows your connection status and the QuickBooks company ID.

Screenshot

The Invoice Settings page showing the QuickBooks Online Integration card in the connected state. A green 'Connected' badge appears next to the title, with the company realm ID and connection date below. A 'Disconnect' button is at the bottom.

#How Invoice Sync Works

#Sending an invoice

When you send an invoice on Exlitem:

1. The invoice is delivered to your client immediately (this is not delayed by the sync)
2. A background job creates the invoice in your QuickBooks account
3. A small QuickBooks badge appears on the invoice in your dashboard

The sync creates:

• A Customer in QuickBooks if one doesn't exist for that client email
• An Invoice with your line items, amounts, due date, and invoice number
• A generic "Professional Services" item for the line items

#Payment tracking

When a payment is recorded against the invoice in QuickBooks — for example, when the money lands in your linked bank account and is matched to the invoice — Exlitem receives a notification and automatically marks the invoice as Paid.

You'll see the payment confirmation in your invoice's event timeline with the note "Payment confirmed via QuickBooks."

#Voiding an invoice

If you void an invoice on Exlitem, it is also voided in QuickBooks automatically.

#Sync Status

On your invoice list and detail pages, you'll see a QuickBooks badge on invoices that are synced to your connected account. This badge appears on all non-draft invoices when QuickBooks is connected.

#Connection Health

The connection card in your settings shows the current health of your QuickBooks connection:

If your connection expires, invoice sync will pause. Previously synced invoices remain in QuickBooks. Reconnect to resume syncing.

#Disconnecting QuickBooks

1. Go to Dashboard → Settings → Invoices
2. Click Disconnect on the QuickBooks card
3. Choose one of two options:
   • Disconnect Only — Stops future syncing. Invoices already in QuickBooks remain as-is.
   • Disconnect & Void — Stops future syncing AND voids all previously synced invoices in QuickBooks.

After disconnecting, you can reconnect at any time.

#Frequently Asked Questions

#Do I need to create customers in QuickBooks first?

No. When you send an invoice, Exlitem automatically creates a customer in your QuickBooks using the client's name and email. If a customer with that email already exists in QuickBooks, Exlitem links to the existing one.

#What happens to invoices created before I connected QuickBooks?

Only invoices sent after you connect are synced. Previously sent invoices are not retroactively pushed to QuickBooks.

#Can I edit the invoice in QuickBooks after it syncs?

Yes, but changes made in QuickBooks are not synced back to Exlitem. The sync is one-way for invoice data (Exlitem → QuickBooks). Payment status syncs back (QuickBooks → Exlitem).

#What if the sync fails?

If a sync fails (e.g., QuickBooks is temporarily unavailable), the system retries automatically up to 3 times. If it still fails, you'll see a notification on the invoice. You can retry manually from the invoice detail page.

#Does this work with QuickBooks Desktop?

No. This integration requires QuickBooks Online only.

#How much does it cost?

• Premium subscribers: Included at no extra charge
• Pro subscribers: $10/month add-on (add it from Settings)
• Free tier: Not available — upgrade to Pro or Premium

#Is my QuickBooks data secure?

Yes. Exlitem uses Intuit's official OAuth 2.0 authorization flow. We never see or store your QuickBooks password. The authorization can be revoked at any time from either Exlitem or your QuickBooks account settings.

#Need Help?

If you're having trouble connecting or syncing, contact us at [email protected].