How to connect QuickBooks Online

Connect your QuickBooks Online company so your books keep themselves up to date. It's on the Agency plan, and only owners and admins can set it up.

1. Connect

1. Go to Organization › Integrations and click Connect QuickBooks.
2. Sign in to Intuit, pick your company and click Connect. You come back to GigTools with Connected at the top of the card.

GigTools picks an income account, an expense account and makes a service item called GigTools booking. Change the accounts any time under the card's settings.

2. What goes over

• Invoices: when you send an invoice, it goes to QuickBooks with the client as the customer (matched by name, or added). Changes before it's paid update it there; voiding it here voids it there. Choose whether QuickBooks uses your GigTools invoice numbers or its own.
• Acts' pay: when a gig is completed, each act's pay becomes a bill to that act (a 1099 vendor, using the legal name and address from their W-9). If you deduct commission, the bill is the fee less your commission. Their tax ID is never sent.

Untick either one to stop sending it. Things go over within 10 minutes, or click Sync now.

3. What comes back

• An invoice paid in QuickBooks is marked paid in GigTools, and the payment shows on the gig's money.
• A bill paid in QuickBooks is recorded as the act's payout, so commission, statements, 1099s and the trust account stay right.

4. Send what's already here

Under Send what's already here, pick a date and click Send to QuickBooks: sent invoices from then on and act pay for gigs completed since then. Nothing is sent twice.

If something can't be sent

It's listed under Couldn't send with QuickBooks' reason (for example, a name already used by another customer or vendor). Fix it, then click Try them all again. GigTools also keeps trying for a few hours by itself.

Disconnect

Click Disconnect QuickBooks. Nothing in QuickBooks is removed, and reconnecting the same company picks up where it left off.