QuickBooks Integration Guide

This guide covers RebelPSA’s built-in QuickBooks Online integration — how to connect it, understanding exactly what it syncs, and monitoring or troubleshooting it day to day. It’s written for whoever administers the connection and for finance staff who rely on it.

RebelPSA is your system of record for all billing activities. QuickBooks receives exports from RebelPSA and serves as your accounting ledger — this is a one-directional export relationship for your actual financial records, not a two-way sync.

The following are outside the current scope — RebelPSA manages all of these natively, without syncing them to QuickBooks:

• Importing invoices or payments from QuickBooks into RebelPSA
• Syncing your QuickBooks Chart of Accounts into RebelPSA
• Syncing vendors, purchase orders, expenses, or bills
• Syncing credit memos, estimates, or refunds to QuickBooks
• Importing QuickBooks customers or items as RebelPSA client records
• Connecting more than one QuickBooks company to a single RebelPSA account

Your QuickBooks connection is private to your account and built with per-tenant isolation as a foundational requirement.

What You Need

• A QuickBooks Online account — the integration connects to QuickBooks Online only, not QuickBooks Desktop.
• Administrator access in RebelPSA — specifically, the Integrations Settings Edit permission, to connect or disconnect QuickBooks.
• Your QuickBooks login credentials — you’ll be redirected to Intuit’s own login page during setup.
• Your clients set up in RebelPSA — the integration matches clients to QuickBooks customers by name, so a client without a matching QuickBooks customer name won’t export until that’s resolved.

Choosing Your Environment

QuickBooks is set up from Integrations → Integrations — find the QuickBooks card under the Finance category, showing Available if not yet connected.

• Set your environment. On the QuickBooks settings page, choose Sandbox or Production from the Environment dropdown, and click Save before doing anything else.
• Click Connect to QuickBooks. You’ll be redirected to Intuit’s secure login page.
• Authorize in QuickBooks. Log in, select the QuickBooks company to connect, and click Authorize.
• Confirm the connection. You’re returned to RebelPSA automatically, with a green “Connected” confirmation.
• Run Sync Now. This reads your QuickBooks customers, items, and tax codes into RebelPSA’s mapping tables and is required before invoice exports will work correctly. Click View Logs afterward to confirm it ran without errors.

Verifying the Connection

• The integration status shows Connected on the settings page.
• The sync log shows a successful Sync Now run with no errors.
• Post a test invoice in Finance and confirm it appears in QuickBooks within a few seconds.
• If an invoice fails to export, check Integrations → Logs for the error (see Troubleshooting).

What the Buttons Do

If a Client Isn’t Mapped

Before an invoice can export, RebelPSA must match its client to a QuickBooks customer via the mapping tables built by Sync Now. If a client has no matching QuickBooks customer:

• The export is skipped with a warning in the sync log — nothing errors loudly.
• The invoice remains completely valid in RebelPSA and is never lost.
• Create a matching customer in QuickBooks and run Sync Now again to resolve it.

Two Places to Check

• Integration Detail Page — Integrations → Integrations → QuickBooks → Manage. Shows connection status, last sync time/status, consecutive failure count, and the 10 most recent log entries.
• Integration Logs Page — Integrations → Logs, filterable by integration. Columns: date/time, severity (Info/Warning/Error/Critical), success (Yes/No), duration, a Correlation ID for support escalation, and a technical message.

Status Indicators

Automatic Pause

After 5 consecutive sync failures, RebelPSA automatically pauses the integration to stop repeated failed attempts.

• A warning banner appears on the settings page.
• Invoice and payment exports stop until resumed.
• Invoices posted while paused are not retried automatically — they’ll need re-exporting once resolved.
• Check Integrations → Logs to find the cause, then click Enable to resume.

Your access token refreshes automatically under normal use. You’ll need to manually reconnect if the connection has been inactive for roughly 100 days, or if Intuit revokes access for any reason.

• Go to Integrations → Integrations → QuickBooks → Settings.
• Click Disconnect.
• Click Connect to QuickBooks and complete the Intuit authorization flow again.
• Click Sync Now to refresh the mapping tables.

When to Contact Support

• A persistent error remains after disconnecting and reconnecting
• The integration auto-paused and the sync log doesn’t make the cause clear
• Invoices are exporting to the wrong QuickBooks customer
• You see a Correlation ID for an error you can’t resolve yourself

Setting up the connection for the first time

• Set the environment to Sandbox and save.
• Connect and authorize through Intuit.
• Run Sync Now, then post a test invoice and confirm it appears in QuickBooks.
• Once verified, switch the environment to Production, save, and reconnect.

Onboarding a new client

• Create the client in RebelPSA as usual.
• Create a matching-named customer in QuickBooks if one doesn’t already exist.
• Run Sync Now so the new mapping is built before their first invoice posts.

An invoice didn’t show up in QuickBooks

• Check Integrations → Logs for a warning tied to that invoice.
• If it’s a mapping issue, fix the customer/item name mismatch and run Sync Now.
• Re-post the invoice or contact support if it needs a manual re-export.