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, pushes invoices the moment you authorize and send, pulls payments back when QBO records them, and mirrors 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. We never see your QBO data and another shop on TradelyHQ never sees yours. Tokens are encrypted at rest.
Invoice push on send
When you click "Authorize & Send" on a TradelyHQ invoice, it's created in QBO immediately. No CSV, no batch import, no manual re-entry.
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, that client is mirrored as a QBO Customer record. After that, the same client always maps to the same QBO record — no drift.
Item mirror on first use
Line items (labor, parts, trip fees) are mirrored to QBO Items the first time they appear on an invoice. Your chart of accounts builds itself as you bill.
Nightly reconcile cron
Even if a webhook drops, a nightly reconciliation job catches anything that drifted between the two systems and flags it for review. Month-end becomes a 10-minute check, not a 3-day project.
Who this is for
Built for commercial maintenance shops on QuickBooks Online.
Commercial HVAC, plumbing, electrical, general facility maintenance, and janitorial contractors with 1-25 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
$89 per tech per month — QuickBooks integration included.
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.
Ask for a demo