How to connect CrmLeaf to QuickBooks and sync invoices automatically
This tutorial walks you through connecting your QuickBooks Online account, mapping your chart of accounts and tax codes, and confirming your first automatic sync - with zero manual re-entry after setup.
6 steps to a fully automated sync
Set up once - invoices sync automatically from every product, every time.
Connect your QuickBooks account
Authorise CrmLeaf to talk to your QuickBooks Online company file. This is the only step that touches your QuickBooks login directly - everything after this uses the connection you set up here.
- 1Go to Platform Settings → Integrations
- 2Click "Connect" next to QuickBooks
- 3Sign in to QuickBooks Online in the pop-up window and approve access
- 4Select the correct QuickBooks company file, if you manage more than one
The QuickBooks card shows a green "Connected" badge with your company file name.
Map chart of accounts and tax codes
Tell CrmLeaf which QuickBooks ledger account each CrmLeaf transaction type should post to, and match each CrmLeaf tax rate to its QuickBooks equivalent.
- 1Go to Integrations → QuickBooks → Chart of Accounts Mapping
- 2For each CrmLeaf category, select the matching QuickBooks account
- 3Go to Tax Mapping and match each CrmLeaf tax code - GST 18%, UAE VAT 5%, Saudi VAT 15%, Bahrain VAT 10% - to its QuickBooks rate
- 4Save both mappings
Every category shows a mapped account; a test invoice shows the correct tax line.
Map before you sync anything. Transactions synced while unmapped land in QuickBooks’ default "Uncategorised Income" account and need a manual re-class afterward.
Choose what syncs and in which direction
Decide which document types sync, and whether the connection is one-way (CrmLeaf → QuickBooks) or two-way.
- 1Go to Integrations → QuickBooks → Sync Settings
- 2Toggle on: Invoices, Payments, Credit Notes
- 3Choose direction: One-way or Two-way
- 4If two-way, decide whether CrmLeaf or QuickBooks owns payment recording
Sync Settings summary shows exactly which document types are active and their direction.
Set sync frequency and handle multi-entity setup
Choose real-time or scheduled sync, and - if you run more than one CrmLeaf entity - connect each one to its own QuickBooks company file separately.
- 1In Sync Settings, choose Real-time or Scheduled (with a set time)
- 2Under Multi Organisation, connect each entity to its own QuickBooks company file
- 3Leave entities that should stay on Tally disconnected from QuickBooks
- 4If Multi Currency is enabled, confirm invoices sync in their original currency
Never connect two CrmLeaf entities to the same QuickBooks company file - it merges their books.
Each entity shows its own independent connection status; sync timing matches your team’s review habits.
Run your first test sync
Manually trigger a sync on one existing invoice before relying on automatic sync.
- 1Open a recent, simple invoice in the Sales module
- 2Click "Sync to QuickBooks"
- 3Open QuickBooks Online and confirm the amount, tax, account, and currency match
- 4Fix any mapping issue and re-sync the same invoice
Invoice shows a "Synced" badge with a timestamp and a link to the QuickBooks record.
Review the sync log
Check for failed transactions before turning on full automatic sync across your invoice history.
- 1Go to Integrations → QuickBooks → Sync Log
- 2Open the reason shown against any "Failed" entry
- 3Fix the issue and retry directly from the log
Sync log shows "Success" with zero unresolved failures.
Tutorial complete
Automated billing
Invoices, payments, and credit notes post to QuickBooks without manual re-entry.
One audit trail
Every synced record carries its CrmLeaf reference number, traceable in one click.
Multi-entity ready
Each entity runs its own QuickBooks or Tally connection independently, from one CrmLeaf login.
Common questions
Yes. The sync operates on CrmLeaf's Sales module - invoices, payments, and credit notes - regardless of which product generates them.
CrmLeaf syncs to QuickBooks Online today, covering invoices, payments, and credit notes with chart-of-accounts and tax mapping built in. Xero is not currently supported.
Each invoice syncs as its own record with the amount, tax, and account already applied from your mapping - a milestone invoice or a retention-adjusted progress bill syncs the same way as a standard invoice.
Yes. Under Multi Organisation, each entity connects to its own accounting system independently.
It's flagged immediately in the sync log with the specific reason, and retried automatically once the issue is resolved.
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Connect QuickBooks, map your accounts, and run your first automatic sync - step by step, with zero manual re-entry after setup.
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