QuickBooks Online Accounting

Send paid repair invoices to your books

Connect your QuickBooks Online company to send eligible paid invoices, customers and payments from BenchKey. The sync runs one way, with deposits and supported refunds included.

Join the waitlist QuickBooks Online setup guide

Marcus Webb#23115

Search tickets⌘K 2:31:07 JR

SettingsIntegrations & Shipping

Integrations

Step-by-step guide

Connect the tools your shop already uses for texting, accounting, printing and parts.

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QuickBooks Online Setup help

Brightfix Repair Check that this is the company for this shop. To change it, disconnect below, then choose the correct company when signing in again.

What this connector syncs

Saved setup

BenchKey set up QuickBooks: sales post to BenchKey Sales (BenchKey Sales Income), payments and refunds go through Undeposited Funds, and deposits count as sales the day they are taken.

Sales item: BenchKey Sales
Tax mappings: Taxes mapped
Sync mode: Sync enabledManual posting selected

Needs review (1)

Changed after sync (1)

The source changed after it was synced. Compare the affected invoice with the existing QuickBooks record and reconcile the difference before accepting the current local version.

Invoice Needs review

Invoice #23094 · Ticket #23094 · Maya Rodriguez · QuickBooks record 1874 $105.56 invoice changed after it was synced to QuickBooks — review before it syncs again

Verify and mark reconciled

Resolved this week (3)

Sync an invoice

Sync to QuickBooks checks this invoice, then may create or update its customer, sales invoice, payments and supported refund adjustments. Existing accounting links and duplicate checks still apply. This is a real posting action, not a preview.

Find an invoice Search by invoice number, customer name or ticket number. Choose a result before syncing.

Choose the invoice

#23115 · Marcus Webb Ticket #23115 · Sep 28, 2026 · Paid

#23111 · James Chen Ticket #23111 · Sep 25, 2026 · Paid

#23101 · Nina Castillo Ticket #23101 · Sep 24, 2026 · Paid

#23099 · Hannah Price Ticket #23099 · Sep 24, 2026 · Paid

#23093 · Olivia Hart Ticket #23093 · Sep 24, 2026 · Paid

Sync to QuickBooks Syncing…

Customer: Already up to date in QuickBooks

Invoice: Sent to QuickBooks

Payments: Sent to QuickBooks

Invoice sent to QuickBooks.

QuickBooks settings show saved setup, a changed record awaiting review and a paid invoice sent to QuickBooks.

Keep sales and payment records together

BenchKey sends eligible sales to QuickBooks and holds records changed after sync or showing mismatched totals for review.

Paid invoices and payments: Eligible paid invoices arrive with their customer and payments. Automatic posting can send them in the background; staff can also use "Sync to QuickBooks."
Deposit accounting: Count deposits as sales when received, or hold them until the job is invoiced. Changes to this setting apply only to new deposits.
Review before another attempt: Records changed after sync, mismatched totals and missing tax treatment appear in "Needs review." BenchKey never retries those records automatically.

QuickBooks Online Setup help

What this connector syncs

Sales connector: eligible paid invoices, their payments, customer deposits, and supported refund adjustments. Unpaid or partly paid invoices are not a complete accrual export. Payroll, purchases, inventory/COGS, bank reconciliation, and your BenchKey subscription revenue are not synced. Reconcile these separately before relying on QuickBooks reports as complete books.

Advanced mappings — for your accountant

Refund bank account (optional) Bank or undeposited-funds account the refund leaves. Required before a RefundReceipt can export. Undeposited Funds

How deposits are counted Count deposits as sales when received (recommended) Applies to new deposits. Deposits already in QuickBooks never change.

Setup steps

SettingsIntegrations & Shipping

Integrations
Step-by-step guide

QuickBooks Online Setup helpNot connected

Connect your shop’s QuickBooks company, check the suggested sales and tax mappings, then choose how to sync.

How to connect QuickBooks

Click Connect to QuickBooks.

Sign in to the QuickBooks account for this shop and choose the company.

Approve access to return here. Successful initial setup turns sync and automatic posting on. If setup is incomplete, follow the guidance to choose your mappings and save. Review Saved setup and turn automatic posting off for manual sending. Reconnecting preserves your saved choice.

Connect to QuickBooks
1
Connect your company

Open QuickBooks Online in Integrations settings. Select "Connect to QuickBooks," sign in, choose your company and approve access.
QuickBooks Online Setup help

Brightfix Repair Check that this is the company for this shop. To change it, disconnect below, then choose the correct company when signing in again.

What this connector syncs

Saved setup

Finishing QuickBooks setup…

BenchKey set up QuickBooks: sales post to BenchKey Sales (BenchKey Sales Income), payments and refunds go through Undeposited Funds, and deposits count as sales the day they are taken.

Created in QuickBooks: BenchKey Sales, BenchKey Sales Income. Nothing was renamed or deleted.

Sales item
BenchKey Sales

Tax mappings
Taxes mapped

Sync mode
Sync enabledAutomatic posting on

2
Review the saved setup

BenchKey attempts automatic setup with a "BenchKey Sales" item and "BenchKey Sales Income" account. Check the saved sales, tax and payment mappings.
QuickBooks Online Setup help

Setup and sync preferences

Changes take effect only when you save. Enabling automatic posting allows eligible sales to post in the background after saving. Turn it off if you want to choose each invoice.

Enable QuickBooks sync

Default QuickBooks item (required) Required: the QuickBooks service or non-inventory item used for sales lines unless an advanced item mapping overrides it. Its income account determines where sales appear in your books. BenchKey Sales

Automatic postingOptional. Requires sync to be enabled. Saving with this on starts background posting of eligible sales.

QuickBooks settings saved.

3
Choose how sales post

Review "Automatic posting" in "Setup and sync preferences." For a manual send, select an eligible paid invoice and choose "Sync to QuickBooks."

Before you connect

Your shop's QuickBooks Online company and permission to approve the connection
Matching shop and company countries, with invoices in the QuickBooks home currency
Sales and tax mappings checked before posting

Included plans

Standard Not included
Pro Included
Business Included

QuickBooks Online sync is included in Pro and Business.

Compare plans

Limits and exceptions

Sales only: Unpaid or partly paid invoices, payroll, purchases, inventory costs and bank reconciliation are outside this sync.
Country and currency: Your QuickBooks company country must match your shop's country. Invoice currency must match the company's home currency.
Review and retries: Items in "Needs review" wait for a person. Correct the cause before making eligible records available for retry.

Common questions

Setup guide QuickBooks sync

Which plan do I need for QuickBooks Online sync?

Pro and Business include the connection. You use your shop's own QuickBooks Online company.

Does BenchKey bring anything back from QuickBooks?

No. The sync sends eligible sales records from BenchKey to QuickBooks Online. It does not import records or synchronize inventory, payroll, purchases or bank reconciliation.

How are refunds recorded in QuickBooks?

Supported cash refunds post as refund receipts. Chargebacks and settlement adjustments post as journal entries. These records follow the saved account mappings.

What should I do when a record needs review?

Check the reason and compare the record in both systems. After correcting the cause, use "Verify and mark reconciled" or "Make eligible for retry" as offered. Records awaiting review are never retried automatically.

Related integrations

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