QuickBooks Online Sync
What Landscapt sends to QuickBooks, when it sends it, and what to do when something doesn't show up.
On this page
What this integration does
The QuickBooks integration keeps your QuickBooks Online books current from Landscapt so you don't enter the same invoice or payment twice. Landscapt sends customers, invoices and payments (including refunds, voids and invoice edits) to QuickBooks automatically.
Only records created after you connect are sent. Invoices and payments that already existed in Landscapt are not backfilled, so QuickBooks never ends up with duplicates of work you already entered there by hand.
Connecting, step by step
- Sign in to Landscapt as an admin (only admins can connect or disconnect QuickBooks).
- Go to Landscapt Settings → Integrations (the same card also appears under Settings → Accounting) and click Connect QuickBooks.
- Sign in to Intuit, choose the QuickBooks company to connect, and approve access. You're sent back to Landscapt, and the card shows Connected — your company name.
- That's all the setup there is. From here on, sending an invoice or taking a payment pushes it automatically.
How clients match QuickBooks customers
Every Landscapt client becomes one top-level QuickBooks customer. The first time a client needs to be sent, Landscapt looks the client up by display name:
| What QuickBooks has | What happens |
|---|---|
| A customer with exactly the same name | The client is linked to it automatically. |
| No similar customer at all | A new QuickBooks customer is created from the client's name, email, phone and billing address. |
| Only similar names (for example "Pam Trainor" vs "Pamela Trainor") | Landscapt won't guess. The invoice shows a sync error until you pick the right customer — open the client, find the QuickBooks section, click Sync to QuickBooks, and choose a match or None of these — create new. |
Commercial parent/child client hierarchies are not mirrored: each client, parent or child, is its own top-level customer in QuickBooks.
Invoices
An invoice is sent to QuickBooks as soon as it leaves draft — emailed, printed, or marked Sent. Drafts are never sent.
| In Landscapt | In QuickBooks |
|---|---|
| Invoice number | Same number, so you can find it by the number on the invoice. |
| Line items | A line whose name matches one of your services uses a dedicated QuickBooks item for that service (created the first time it's needed). Any other line goes under a shared "Services" item. |
| Terms and due date | The terms (for example Due on receipt or Net 30) pass through as the matching QuickBooks term, and the due date carries across. |
| Discounts | Sent as a single discount line. |
| Sales tax | QuickBooks calculates tax itself. Landscapt finds or creates a QuickBooks tax code at the invoice's rate (named "Landscapt 6.25%", for example), marks the taxable lines, and lets QuickBooks work out the amount. Landscapt then compares QuickBooks' total to its own and records any difference under Sync Status. |
| Edits after sending | Saving the invoice, changing a line, the taxable flag, the number, the date or the terms updates the same QuickBooks invoice. It doesn't create a second one. |
| Voiding | Voiding the invoice in Landscapt voids it in QuickBooks. A voided QuickBooks invoice can't be reopened, so un-voiding in Landscapt shows a sync error instead of changing QuickBooks. |
Payments, refunds and chargebacks
- Recorded and online payments. A payment you enter, and a card or ACH payment collected through Stripe (staff charge, autopay, client portal or invoice link), is sent to QuickBooks as a payment applied to the invoice. If the invoice isn't in QuickBooks yet it is sent first.
- Split payments. A payment applied across several invoices becomes one QuickBooks payment per invoice.
- Reference number. A check number or reference you enter appears in QuickBooks as the payment reference (QuickBooks shortens it to 21 characters).
- Refunds. Refunding a payment in Landscapt voids the matching QuickBooks payment when it is refunded in full, or reduces it for a partial refund.
- Write-offs. An AR write-off isn't money received, so it goes to QuickBooks as a credit memo applied to the invoice, not as a payment.
- Chargebacks. When a card dispute takes the money back, the QuickBooks payment is voided or reduced the same way.
See Online Payments & Stripe for how clients pay, and Invoicing for invoice statuses.
When things sync
| Event | Timing |
|---|---|
| Send, print or mark an invoice Sent | Immediately. |
| Edit or void a sent invoice | About two seconds after you stop editing. |
| Take or refund a payment | Immediately. |
| Anything that was missed | A safety-net job runs every 15 minutes and catches invoices and payments created or changed outside the normal screens — for example by the API, Zapier, or an automation. It leaves anything touched in the last 10 minutes alone, and re-tries failed items about once an hour. |
Sync Status and retrying
Under Settings → Accounting, right below the QuickBooks connection, the Sync Status panel lists every invoice and payment that failed to sync, with the reason. It appears for users with the QB Reconciliation permission, and the Retry button needs the QuickBooks Resync permission.
| You see | What to do |
|---|---|
| Client match is ambiguous | Choose the right customer from the client's QuickBooks section (see above), then Retry. |
| QuickBooks totals $X but this invoice is $Y | QuickBooks calculated a different total than Landscapt, usually tax. Check the tax settings on the QuickBooks company and the invoice, then fix whichever is wrong. |
| This invoice was voided in QuickBooks and can't be reopened there | The invoice was voided in QuickBooks directly. Landscapt can't undo that — create a new invoice instead. |
| QuickBooks error or connection expired | Retry. If it keeps failing, disconnect and reconnect to the same QuickBooks company, which refreshes the sign-in. |
What does not sync
- Anything entered or changed in QuickBooks — the sync is one-way.
- Invoices and payments created before you connected (no backfill).
- Credits you apply to an invoice (the original prepayment is already in QuickBooks), prepayments and credits that aren't applied to an invoice, and edits to an existing payment's allocations after it was recorded.
- Estimates, contracts, jobs, purchase orders, and vendor bills.
- Per-service income accounts and class/location tracking — services map to QuickBooks items only.
Disconnecting or reconnecting
Click Disconnect on the QuickBooks card to stop syncing; Landscapt also revokes its access at Intuit. Nothing is deleted in either system, and each client and invoice keeps its record of which QuickBooks customer or invoice it was sent to.
Reconnecting restarts the "after you connect" cut-off: invoices and payments created while you were disconnected are not sent automatically. Reconnect to the same QuickBooks company and everything already sent stays linked. Reconnecting to a different company is not supported yet — the saved links point at the old company, so contact support before switching.