QuickBooks Online sync

Connecting QuickBooks Online keeps your books and Foreman aligned without double entry. Once connected and configured, Foreman sends eligible invoices, vendor records and payments, and imports supported QuickBooks expenses, bills, payments and files. Existing financial records are preserved; not every edit or deletion is mirrored.

What syncs

Foreman invoices sent to QuickBooks, plus payments recorded against linked invoices
Vendor bills, paid expenses, and bill payments; a QuickBooks transaction can be split among its linked Foreman projects
Customers and vendors (your contacts)
Cost codes mirrored to QuickBooks Products & Services
Projects as QuickBooks sub-customers when a financial transaction needs them or you explicitly push them, plus file attachments on linked invoices, bills and expenses

Connect QuickBooks Online

From the sidebar, click Organization.
Click the Integrations tab.
On the QuickBooks Online card, click Connect to QuickBooks.
Sign in to Intuit and authorize Foreman.

When you return, the card shows a green dot and the date it was connected.

Don’t see this?

Connecting and disconnecting integrations requires billing-management permission. Owners and admins have this by default; a custom role can also grant it. Changing QuickBooks sync settings requires cost-code write permission, while pushing invoices requires invoice write permission. If a control is unavailable, ask your owner to check your role.

Note

External integrations require an active paid subscription. On a free trial you'll be prompted to subscribe before connecting. See Billing & seats.

Configure the sync

Once connected, click Manage on the QuickBooks Online card to open its settings page. From there you can:

Turn each sync direction on or off (push invoices, push vendor bills, pull expenses, and more).
Set Created after dates for invoice and bill posting. First connection sets starting dates; reconnecting preserves your saved choices.
Map cost codes to Products & Services, choose deposit and withdrawal accounts, review sales-tax setup and choose a project-to-QuickBooks mapping mode.
Add email addresses to be notified if a sync ever fails.

Settings save as you change them; there is no separate page-wide Save button.

Note

Sync is forward-only by default. To bring older records across, clear the Created after date for that direction — but expect more activity in QuickBooks.

Pull recent activity manually

On the settings page, click Pull from QuickBooks to manually pull the last 7 days of QuickBooks activity (expenses, bills, and bill payments). Use it right after connecting, or if something in QuickBooks didn't appear in Foreman — it's safe to retry: existing records and handled payment sources are retained. A local payment you corrected or removed is not recreated from the unchanged QuickBooks source.

Tax, payments and shared projects

The Sales tax mapping section shows the connected company’s setup and eligible tax codes. Complete missing agency/rate setup in QuickBooks, then refresh Foreman. Draft client agreements and invoices can override their rate, label, exemption and QuickBooks tax code. Foreman verifies the returned tax and total; a mismatch remains visible for review.

Set Deposit to before sending customer payments. Set Withdraw from before sending vendor payments or paid expenses. A blank mapping leaves those payments unsynced; an expense does not become an unpaid bill as a fallback. Supplier purchase tax is included in job cost.

A QuickBooks bill or expense can contain costs for several jobs. Foreman creates the linked project portions and keeps each portion’s share. Edit or delete the complete shared transaction in QuickBooks; one Foreman portion cannot replace the other jobs’ costs.

Limits and recovery

Credit sync, merchant payout/processing-fee sync, separate cost-plus fee mapping and time-entry export are unavailable. Saved settings for unavailable features are retained but cannot be changed.
Employee mapping is a directory link; it does not send timesheets.
QBO invoice notifications bring in files, not invoice financial edits. Payment deletions do not automatically reverse Foreman payments.
Foreign-currency financial imports and native purchase-tax recovery require additional accounting support and are blocked.
Review a record’s sync error and retry its QuickBooks sync after correcting the cause. A failed amount check keeps the existing QuickBooks link. Pull from QuickBooks retries incoming recent activity; it does not retry an outgoing invoice.

Disconnect

On the QuickBooks Online card on the Integrations tab, click Disconnect. Syncing stops; existing records in both systems stay as they are. Foreman retains the company binding, so reconnect the same QuickBooks company. If you need to move linked accounting data to another company, arrange that migration before reconnecting.

For taking card payments on invoices, see Stripe payment processing — that's separate from accounting sync.