How to Connect QuickBooks Online to CrmLeaf
All editions. Requires the QuickBooksIntegration add-on module to be enabled for your account by an Administrator. Confirm the module is included in your plan.
Availability: All editions. Requires the QuickBooksIntegration add-on module to be enabled for your account by an Administrator. Confirm the module is included in your plan.
Overview
The QuickBooks Online integration keeps your billing records aligned with your accounting system. It synchronises invoices and payments between CrmLeaf and QuickBooks Online, so your accountant works from the same figures your sales and delivery teams raise, without re-entering documents in two systems.
How It Works
An Administrator enables the module and then connects the company to a QuickBooks Online company file by authorising CrmLeaf through OAuth. The authorisation is held per CrmLeaf company. Once connected, invoices and the payments recorded against them are synchronised with QuickBooks Online.
Enable module → Authorise QuickBooks Online → Sync invoices and payments → Reconcile in QuickBooks
- The connection is made by signing in to QuickBooks Online and granting access, not by pasting an account password into CrmLeaf.
- Invoices raised in CrmLeaf - including invoices created from accepted estimates, from orders, from billable time and expenses, and from completed project milestones - are the documents that flow to accounting.
- Payments recorded in CrmLeaf, whether taken through a gateway or entered as an offline payment, sync alongside the invoices they settle.
- CrmLeaf remains the place where documents are created; QuickBooks Online receives them for accounting.
Who Can Use This Feature?
Administrator
- Enable the QuickBooks Online integration module for the account.
- Authorise the connection to the correct QuickBooks Online company.
- Monitor synchronisation and reconnect if the authorisation stops working.
This functionality is available only to Administrators.
Prerequisites
- Administrator access to CrmLeaf.
- An active QuickBooks Online subscription, and administrator rights in QuickBooks Online so you can approve the connection.
- The QuickBooks Online company file you want CrmLeaf to write to identified in advance.
- Tax rates and currencies configured in CrmLeaf, and a plan for how they map to your chart of accounts in QuickBooks Online.
- At least one invoice in CrmLeaf you can use as a test document.
For Administrators
Step 1: Enable the integration module
What to do: Enable the QuickBooks Online integration module for the account.
What to verify: The integration's settings screen becomes available.
Step 2: Prepare the QuickBooks Online side
What to do: Sign in to QuickBooks Online with an administrator account and confirm which company file will receive the data. If your provider requires an application to be registered before authorisation, obtain those application credentials first.
What to verify: You can sign in to the intended company file and you have rights to approve third-party access.
Step 3: Authorise the connection
What to do: Open the QuickBooks integration settings for your company and start the connection. You are taken to QuickBooks Online to sign in and grant access, then returned to CrmLeaf.
What to verify: The settings screen shows the company as connected, and the connected QuickBooks Online company is the one you intended.
Step 4: Test with a single invoice
What to do: Use one invoice as a test. Record a payment against it, then check QuickBooks Online.
What to verify: The invoice and its payment appear in QuickBooks Online with the same amounts, currency and tax as in CrmLeaf.
Expected Result
Your CrmLeaf company is connected to a QuickBooks Online company file. Invoices and their payments are synchronised, so accounting and billing show the same documents without duplicate data entry.
Service Organisation Context
For a service organisation, invoices raised against client engagements are effectively the whole revenue picture, so keeping those invoices and their payments aligned with the accounting system removes a re-entry step a finance team would otherwise repeat every month. Invoices created from accepted estimates, from approved billable time and expenses, and from completed milestones are all client fee documents, so what reaches accounting is the firm's service revenue exactly as CrmLeaf recorded it. CrmLeaf remains where billing is produced and the accounting system remains where it is reconciled. Product and trading businesses use the same connection for order-based invoicing.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- This is an add-on module. Confirm it is included in your plan before you plan an accounting migration around it.
- The authorisation is per company. If you run several CrmLeaf companies, each one is connected separately.
- Test with one document before enabling the integration on live billing, so you can confirm how tax and currency arrive in QuickBooks Online.
- If you also need India GST-aware accounting on the Tally desktop, that is a separate integration.
Common Scenarios
Example: month-end reconciliation. A services company raises invoices from billable time in CrmLeaf. With the integration connected, the accountant reconciles bank receipts in QuickBooks Online against invoices that arrived automatically, instead of re-keying them.
Example: mixed payment methods. Some clients pay online through a gateway and others by bank transfer recorded manually. Both payment types are recorded in CrmLeaf, so both reach accounting through the same sync.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The QuickBooks settings screen is not available | The add-on module is not enabled, or is not in the plan | Enable the module in module settings, or confirm plan inclusion |
| Authorisation cannot be completed | The QuickBooks Online user does not have rights to approve third-party access | Repeat the authorisation with a QuickBooks Online administrator account |
| Invoices stop appearing in QuickBooks Online | The authorisation is no longer valid | Reconnect the integration and re-test with one invoice |
| Amounts do not match | Tax rates or currency settings differ between the two systems | Align tax rates and currency configuration, then re-test |
Frequently Asked Questions
Does the integration sync anything other than invoices and payments?
Invoices and payments are the documented scope of this integration.
Can Users see or change the connection?
No. Connecting and maintaining the integration is an Administrator task.
Do I still record payments in CrmLeaf?
Yes. Payments are recorded in CrmLeaf as usual and then synchronised.
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