## QuickBooks Integration

Sync your Assembly Invoices and Products directly to your QuickBooks Online account.

### Type
**App**  
Apps are tailor-made for Assembly platform and typically come with rich functionality including notifications.

### App Visibility
**Internal**  
Internal-facing apps are only visible to your internal team.

### Pricing
**Free**

### Built by
[Outside](https://outside.studio/)

### **Overview**  
The QuickBooks Integration is a one-way sync from the Assembly Dashboard to your QuickBooks Online (QBO) account.

**If you are new to QuickBooks Online and want to try it out, click** [**here**](https://quickbooks.partnerlinks.io/grz7fipmi4pi) **to get 30% off for your first 6 months.**

Once an invoice is created, a matching invoice and customer (if the customer doesn't yet exist) is created in your QBO account.

If the customer already exists in your QBO account, the invoice sent to the client in your workspace will be matched to the customer in QBO.

From there, changes to the invoice and payments are tracked and sent to your QBO account. Each line item in an invoice is associated with either the default Sales service set up in your QuickBooks Online (QBO) account or with Assembly services you've mapped to QBO items.

**Note:** This is a one-way sync. Invoices created directly in QBO will not appear in the Assembly Dashboard.

### **App setup**  
1. Navigate to _App Library_, and click _\+ Add an app_ in the top right corner.  
2. Scroll down to the Internal Apps section, select QuickBooks, and click _Install._  
3. Edit the name of your app if you'd like, then click _Add._  
4. At the top of the page, click _Connect to QuickBooks_. You'll be redirected to the QuickBooks Online (QBO) sign-in page. Enter your credentials to log in. **Note:** You must have an admin account on your QuickBooks to manage this integration.  
5. In the _Service Mapping_ section:
   1. If you do not yet want to sync your Assembly services to QuickBooks, click _Confirm_ to skip. You can update this later at any time.
   2. To automatically sync services from Assembly to QuickBooks, check the box for _Sync Assembly services to QuickBooks._ This will create and update QuickBooks items when services are created or updated in Assembly. These services can be found in the QuickBooks dashboard under Sales & Get Paid -> Products & services.
6. To map existing Assembly services to your QuickBooks items:
   1. In the _QuickBooks Items_ column, click the dropdown next to each Assembly service and select the corresponding QuickBooks item.
   2. Once finished, click _Update Setting._
7. In the _Invoice Details_ section at the bottom:
   1. Check _Add absorbed fees to an Expense Account in QuickBooks_ if you want to track fees as expenses in a 'Assembly Fees' expense account in QuickBooks.
   2. Check _Use company name when syncing invoices billed to companies_ if it is preferred to create QuickBooks customers using the company name rather than individual client names when invoices are billed to companies.
   3. Leave both boxes unchecked if you do not want either setting enabled.
8. When you're finished configuring your settings, click _Enable App_ at the top of the page. A callout will appear saying _QuickBooks sync is live_ once the sync is successful.

**NOTE:** Only invoices created after the integration was enabled will be synced. Historical invoices will not be included.

### **Testing the Integration**
1. Create a test invoice in Assembly for a test client to verify the sync functionality.
2. After creating the invoice, visit your QuickBooks account to confirm that an invoice with the desired service mapping, customer details, and other settings was created as intended.

### **Additional Information**
- Syncs into QBO happen instantaneously on:
  - Invoice creation
  - Invoice payment
  - Invoice voiding
- The invoice number created in Assembly will transfer over to QBO.
- The tax rate created for the invoice in Assembly will transfer over to the QBO invoice.
- When an invoice is created, the sync will try to match the client to an existing customer in QBO
  - The match is based on **email address**. If an existing QBO customer matches the email address, then the invoice will be issued to that customer.
- If a client doesn't match a customer in QBO, we create a new customer in QBO.
  - **NOTE:** If there's already a customer with a display name that matches the client name in Assembly, the sync will fail! QBO requires unique Display names.
- When an invoice is created for a company, the email used will be the one associated with the first client created under that company.
- To download your sync history as a CSV file, go to your _QuickBooks app_ in Assembly, click the ellipsis (⋯) in the top right corner, and select _Download sync history._
- If there is an issue with your sync, you will get an in-product notification and an email notification to reauthorize your QB account.
- When fees are passed on to the CU, we add an _Assembly Fees_ line item so the invoice total matches the amount shown in the Assembly Dashboard.

### **Upgrading to the new QuickBooks Integration**
If you installed your QuickBooks app **prior to July 31, 2025**, you'll need to add this new QuickBooks integration and remove the old sync.

**Steps to upgrade:**
1. Navigate to _App Library > QuickBooks >_ and click _Disconnect._
2. Follow the instructions above under _App library_ to add the new integration.

**NOTE:** Having two syncs live at the same time may cause duplicate invoices _._
If you're still using the old sync, please know that **we will start deprecating support for that sync in October 2025**. That means after that point, your sync may be out of date, and any issues with your QuickBooks will be addressed once you upgrade.

If you have any questions, please feel free to reach out to [**support@assembly.com**](mailto:support@assembly.com).

Your clients deserve better.

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