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Choose Your Connection

Find the QuickBooks settings page, pick the right QuickBooks edition, and set the account-wide sync preferences.

All QuickBooks setup lives in one place: open Settings and choose QuickBooks in the left rail. The page's own description sums up its job — connect QuickBooks and control how invoices, payments, and customers sync. You need settings-management permission to open it.

QuickBooks Desktop or QuickBooks Online?

BranchSite is built to work with both editions, but they are not equally available today:

  • QuickBooks Desktop — fully supported. BranchSite talks to your desktop company file through the QuickBooks Web Connector, a small utility from Intuit that runs on the same Windows machine as QuickBooks. The QuickBooks Desktop card on the settings page shows your connection status and a Set up QuickBooks Desktop (or Manage QuickBooks Desktop) button. See Connect QuickBooks Desktop.
  • QuickBooks Online — not yet available. The QuickBooks Online card shows "Your account is not connected to QuickBooks Online," and its Connect QuickBooks Online button is disabled with an Available soon tooltip.

Note: If your company uses QuickBooks Online today, there is nothing to configure yet — the rest of this section applies to QuickBooks Desktop.

Sync Preferences

The Sync Preferences card on the QuickBooks settings page holds account-wide behavior that applies regardless of how individual invoices are triggered:

  1. Invoice Lead Days — for fixed recurring invoices, how many days before the invoice date they sync to QuickBooks. This lets a bill dated the 1st already exist in QuickBooks a few days early.
  2. Auto-sync invoices and payments to QuickBooks — automatically push invoices and payments when a payment is registered.
  3. Only sync clients during invoice sync — only push a new client to QuickBooks when an invoice for them is also syncing, which keeps your QuickBooks customer list free of clients you never billed.
  4. Sync invoices after prepaying a job — push invoices immediately after a job is prepaid.

Change any of these and click Update Settings to save.

General Ledger Settings

The General Ledger Settings card reads "Connect QuickBooks to map your accounts" until a connection exists. Once QuickBooks Desktop is connected and its initial sync finishes, you map accounts on the Manage QuickBooks Desktop page instead — see Connect QuickBooks Desktop.