QuickBooks Online integration
QuickBooks that stays clean.
Most field service tools either ignore QuickBooks entirely or build a half-finished CSV export that turns month-end into a reconciliation marathon. TradelyHQ connects to QuickBooks Online via OAuth, emails invoices from TradelyHQ and keeps a QBO copy (or lets you choose a QBO-only copy), receives supported payment updates, and matches customers and items so the books match the work, without double data entry.
Why QuickBooks-for-contractors usually breaks
Double entry, drift, and a monthly cleanup ritual.
- Manual re-typing. The office finishes a WO in one system, then re-types the customer, line items, and amounts into QuickBooks. Two systems, two chances to make a typo.
- Customer name drift. "Acme Properties Inc" in the FSM tool becomes "Acme Properties, Inc." in QBO. Now you have two records and your AR report is wrong.
- Item / service mismatches. What you call "HVAC service" in the field is "Field Service - HVAC" in the chart of accounts. Manual mapping every invoice.
- Payments don't flow back. Payment lands in QBO, but the FSM tool still shows the invoice as "open." Two weeks later you call the client to collect on an invoice they already paid.
- Month-end reconciliation marathon. Three days at the end of every month closing the books by hand because the two systems don't agree.
- CSV-export workflows. "Just export and import" sounds simple until you do it for the 30th time and discover the column order changed.
How TradelyHQ + QuickBooks Online works
Connect once, then forget about it.
OAuth connection per shop
Each TradelyHQ shop connects its own QuickBooks Online account via OAuth. TradelyHQ processes only the accounting data needed for the sync, isolates every shop by tenant, and encrypts connection tokens at rest.
A truthful invoice choice
Email the branded PDF from TradelyHQ and keep a QBO copy, or choose a QBO-only copy and send it from QuickBooks yourself. The screen tells you which step emails the client. No CSV or batch import.
Payment status pull via webhook
When a payment is recorded in QBO, the webhook fires and TradelyHQ flips the invoice status to "paid" automatically. Your AR aging stays accurate in both systems.
Customer mirror on first invoice
First time you push an invoice for a client, TradelyHQ matches an active QBO customer by exact name or creates one, then saves that link. Later invoices reuse the saved customer, so nobody retypes names. Check the client name before that first push, since the match is by exact name.
Item mapping you control
Choose existing QBO items for labor, materials, other charges, and late fees. Unmatched kinds use a clearly identified fallback item instead of silently building your chart of accounts.
Automatic checks plus a manual refresh
Supported payment and balance changes are checked automatically. If something looks stale, Check QuickBooks refreshes invoices and payments that are already linked and flags issues for review.
Who this is for
Built for commercial maintenance shops on QuickBooks Online.
Commercial HVAC, plumbing, electrical, general facility maintenance, and janitorial contractors with 5-25 techs, billing Net 30+ through AP departments. If your office is on QuickBooks Online today and you want field work to flow into the books without double entry, this is what you're looking for.
Note: QuickBooks Desktop is not supported. The integration is QBO-only.
Pricing
$799/mo for up to 10 techs, QuickBooks integration included. Bigger crews scale up.
One place for the whole job: dispatch, quotes, NTE approvals, invoices, and payment follow-up. No add-on fee for QBO sync. Owners, admins, dispatchers, and clients are free. 30-day free trial.See pricing →
Software by trade
See the QuickBooks flow yourself.
30-minute walkthrough. We'll set up a TradelyHQ account for your shop, connect it to a sandbox QBO instance, and run an invoice end-to-end so you can see the round trip.
Sign upPrefer a demo? Book a 30-minute walkthrough.