QuickBooks Online Integration Overview

Brief overview of the necessary steps you need to take before, during, and after you integrate QuickBooks Online with Housecall Pro

Ian avatar
Written by Ian
Updated over a week ago

If you currently have QuickBooks Desktop or QuickBooks Online and plan on integrating with Housecall Pro (HCP), take a look at the steps & information below before getting set up. 

QuickBooks Online Integration

After watching the video above on how the QuickBooks Online integration works, the video below will walk you through managing the integration in Quickbooks Online.

1. QuickBooks Desktop? 

If you currently have a QuickBooks Desktop account, you have a few options. If you plan to switch to Quickbooks Online or simply want to import your data into Housecall Pro please read below. If you instead are planning on setting up the integration between Housecall Pro and Quickbooks Desktop, please see this page.

> Switching to QuickBooks Online:

  • Housecall Pro is able integrate with two types of QuickBooks Online plans: Essentials & Max. You'll need to purchase this license directly from QuickBooks Online.

  • To ensure a clean transfer, you'll need to prep your QuickBooks Desktop data before transferring to QuickBooks Online. Check out the following article for step by step instructions: Transfer From QuickBooks Desktop to QuickBooks Online 

> Import QuickBooks Desktop Data:

  • To bring your customer list, product/service list, and previous invoices into Housecall Pro from your Desktop acount, you can sign up for a free trial of QuickBooks Online and use this account to funnel your data through it. Please follow the instructions in the following article.

2. QuickBooks Online Data Prep

> Prep your QuickBooks Online data before importing to avoid a messy import/transition.

3. Connect & Import QuickBooks Online Data

> When you are ready to start using Housecall Pro with QuickBooks Online, you will need to connect the two.

  • Follow the steps in the following article to connect QuickBooks Online & Housecall Pro: Connect and Import Your QuickBooks Online Data

  • The import will start immediately but may take a few hours, depending on how much data is in your QuickBooks Online account.

  • If the import fails (you should receive an email at the account on file) and you aren't sure as to why, please chat in for assistance. 

4. QuickBook Online Errors 

> It's not uncommon to see errors after connecting and importing your QuickBooks Online account data.

5. How the One-Way Integration Works 

> HCP is a 1-way integration with QuickBooks Online. There are 3 times in which HCP pushes information over to QuickBooks Online:

  • When the invoice has been marked 'Finished'

  • When the invoice has been marked 'Paid'

  • When the invoice has been sent to the customer for payment

Things to keep in mind: 

  • HCP does not send estimates to QuickBooks Online (no payment is expected until the estimate is converted to a job)

  • HCP updates QuickBooks Online based on the last copy of the invoice sent. For example, if a job has been marked as finished, it will send to QuickBooks Online as an unpaid invoice. Once you have taken and marked the payment in HCP, or made any updates to line items the invoice will be updated in QuickBooks Online. 

6. Moving Forward -- Maintaining QuickBooks Online

> The articles below explain the steps necessary to maintain your QuickBooks Online moving forward.

If you have any concerns or issues with your import, please do not panic, just chat in and our support team will be able to assist you. 

QuickBooks Online Customer support is an amazing resource for learning how to complete tasks such as, matching payments, creating journal entries, and manually reconciling payments over in QuickBooks Online. If you're in need of QuickBooks Online support, we highly recommend visiting QuickBooks Online customer support. 

  • Simply click 'Help' in the upper right corner of your QuickBooks Online Dashboard.

  • Type keywords in the search bar OR click 'Contact Us' to start a chat. 

Learn more about how Housecall Pro easily integrates with your QuickBooks Online account.

Having trouble finding what you need?

Use the blue bubble to reach out to our chat team for live customer support. If you’d prefer to talk it out over the phone, call our support number at 858-842-5746.

Did this answer your question?