Connect TradelyHQ to your QuickBooks Online account once, and your invoices and payments stay matched up in both places. If you're still deciding how QuickBooks fits your shop, the QuickBooks for contractors page walks through the whole workflow.
Connecting QuickBooks
- In TradelyHQ, go to Settings → Business → Integrations
- Find the QuickBooks Online card and click Connect QuickBooks
- Sign in as a QuickBooks company admin, choose the correct company, and approve TradelyHQ when prompted
- You'll land back in TradelyHQ. The QuickBooks card shows Connected and a company ID you can use to confirm your selection
What happens after you're connected
- Invoices land in QuickBooks: the default Email client + copy to QuickBooks method emails the client from TradelyHQ and keeps a QBO copy. The optional Copy to QuickBooks only method creates or updates the QBO invoice but does not email the client; open QuickBooks and send it there. A copy-only invoice stays Draft in TradelyHQ on purpose, because TradelyHQ cannot see whether QuickBooks emailed your customer. TradelyHQ marks an invoice sent only when TradelyHQ emails it, so if you send from QuickBooks, track collections there. Choose the method under Settings → Business → Invoice send method
- Payments flow back to TradelyHQ: when a customer pays an invoice in QuickBooks, TradelyHQ marks it Paid on its own, usually within seconds. Partial payments and refunds come across too
- Customers and line items are matched deliberately: the first invoice copy matches an active QBO customer by exact display name or creates one. For invoice lines, choose existing QBO items for labor, materials, other charges, and late fees under Settings → Business → Integrations. Unmatched kinds use the configured fallback item
The sync runs both ways. Invoices you send go into QuickBooks, and payments, refunds, and paid status come back the other way, so your books and your job board agree without anyone re-typing anything. A nightly check sweeps for anything a notification missed.
One thing to know: payments TradelyHQ records in QuickBooks land in Undeposited Funds, the same holding spot QuickBooks uses for checks you haven't taken to the bank yet. You group them into bank deposits inside QuickBooks the same way you always have. That's expected, not a bug.
Refunds work both ways too. A refund your bookkeeper enters in QuickBooks flows back and updates the invoice in TradelyHQ. And a refund you issue through TradelyHQ copies to QuickBooks as a refund receipt. That copy needs two settings filled in first, both under Settings, Business, Integrations. Point the Refunds item mapping at an active refunds item in QuickBooks (ask your bookkeeper; it is usually called Refunds and allowances). Then pick the refund deposit account, which is the QuickBooks account the refund money comes out of. There is no default for that account on purpose, because guessing it would put the money in the wrong place on your books. If either one is missing, the refund copy stops and shows in the Sync Errors panel until you set it.
If anything doesn't match between TradelyHQ and QuickBooks, you'll see it in the QuickBooks Sync Errors panel.
How to disconnect
Go to Settings → Business → Integrations, find the QuickBooks Online card, and click Disconnect. Confirm in the popup. Done. Anything you've already pushed stays in QuickBooks exactly as it was.
If something looks wrong
The always-visible Books out of sync section compares the last checked invoice status and amount in TradelyHQ and QuickBooks, and flags an invoice found on only one side. Acknowledge marks the difference as reviewed; it does not change either invoice. Correct the wrong record, then let the next check confirm both sides agree.
Open the QuickBooks Sync Errors panel under Settings → Business → Integrations. Dismiss hides a message after you've reviewed it; it does not retry the sync. Check QuickBooks refreshes payment and balance changes for invoices and payments that are already linked. It does not retry a failed initial invoice copy; fix the cause and use Copy to QuickBooks from that invoice.
If you see a Reconnect QuickBooks banner at the top of the Sync Errors panel, click it and sign in again. Your existing invoices aren't affected.