Eliminate double data entry by syncing Exoserva with QuickBooks Online. Once connected, your customers, invoices, and payments flow automatically between both systems so your books stay accurate without manual work. This guide covers the full setup – from authorization through your first sync – in about ten minutes.
Estimated time: 10 minutes
Before You Begin
- An active Exoserva account (completed Guide 1: Creating Your Account)
- A QuickBooks Online account (Simple Start, Essentials, or Plus)
- Admin role in your Exoserva workspace
- QuickBooks admin access (required to authorize the connection)
Step 1: Open the Integrations Page
From the left sidebar, click Settings. In the Settings panel, find the Operations category and select Integrations. You will see a grid of integration cards. Look for the QuickBooks card – it has a green dollar-sign icon and the description “Sync invoices and customers with QuickBooks.”
Step 2: Open the QuickBooks Integration Page
Click the QuickBooks card to open the dedicated QuickBooks Integration settings page. If you have not connected yet, you will see a hero section with a Connect to QuickBooks button and a brief overview of what the integration does.
Tip: You can also navigate directly to this page from the URL bar: go to Settings, then select QuickBooks from the integrations grid.
Step 3: Authorize via Intuit OAuth
Click the Connect to QuickBooks button. A pop-up window will open with the Intuit sign-in page. Log in with your QuickBooks admin credentials and select the company file you want to connect. Intuit will ask you to authorize Exoserva to access your QuickBooks data – review the permissions and click Connect.
Warning: Make sure you select the correct QuickBooks company if you manage multiple companies under the same Intuit account. Connecting the wrong company will sync data to the wrong books.
Step 4: Verify the Connection
After authorization, the pop-up closes and the QuickBooks Integration page refreshes. You should now see:
- A Connected status badge with a green indicator
- Your QuickBooks company name displayed on the page
- Quick stats showing sync counts for each entity type
If the status still shows disconnected, try refreshing the page. The connection polling checks every few seconds and should pick up the authorization within a minute.
Step 5: Understand the Sync Entities
The QuickBooks Integration page shows three entity cards that can be synced independently:
- Customers: Syncs customer names, emails, phone numbers, and addresses between Exoserva and QuickBooks.
- Invoices: Pushes Exoserva invoices into QuickBooks as invoices with matching line items and amounts.
- Payments: Syncs payment records so both systems reflect the same payment status on each invoice.
Each entity card shows its own sync status, record counts (created, updated, failed), and a sync button for on-demand syncing.
Step 6: Run Your First Sync
Click the Sync All button at the top of the connected dashboard to run a full sync across all three entities. The page will show progress indicators on each entity card as the sync runs. When complete, each card displays the results:
- Created: New records added
- Updated: Existing records that were refreshed
- Failed: Records that encountered errors (click to see details)
A full initial sync may take a few minutes depending on how many records you have in QuickBooks.
Step 7: Review Sync History
Scroll down on the QuickBooks Integration page to find the Sync History section. This shows a chronological log of all past syncs, including:
- Sync type (full sync or individual entity)
- Direction (from QuickBooks, to QuickBooks, or bidirectional)
- Record counts per entity
- Duration and status
Use this log to troubleshoot any issues and to confirm that scheduled syncs are running as expected.
Step 8: Monitor Connection Health
The QuickBooks Integration page includes a health score that reflects the overall reliability of the connection. The health score considers:
- How recently the last successful sync occurred
- The error rate across recent syncs
- Whether the OAuth token is valid or needs re-authorization
A healthy connection shows a green health indicator. If the score drops to amber or red, check the error details and re-authorize if prompted. QuickBooks OAuth tokens expire periodically, and Exoserva will display a Needs Reauthorization banner when renewal is required.
Step 9: Sync Payments to QuickBooks
In addition to pulling data from QuickBooks, Exoserva can push payment records back. When a customer pays an invoice through Exoserva (via Stripe or another method), that payment can be synced to QuickBooks so your books reflect the payment without manual entry. Click the Sync button on the Payments entity card to push any pending payments. The results will show how many were synced, skipped (already in QuickBooks), or failed.
What’s Next?
Now that you’ve completed this guide, check out:
Need help? Post in the Tech Support category or contact support@exoserva.com.