Once connected, you can also use your QuickBooks tax rates and accounting settings within WorkNinja.

This guide explains how to connect QuickBooks, configure your accounting settings and sync clients and invoices.

Connecting Your QuickBooks Account

To connect QuickBooks, go to:

Settings → Add On Store → QuickBooks

Select Connect.

You will be redirected to QuickBooks, where you will need to log in to your QuickBooks account.

Once logged in, QuickBooks will ask you to authorise WorkNinja to access your account.

Review the permissions and allow the connection.

Once authorised, you will be returned to WorkNinja and the QuickBooks integration will be connected.

Configuring Tax & Accounting Settings

After connecting Xero, visit the Tax & Accounting area within your WorkNinja Business Settings.

Go to:

Settings → Tax & Accounting

This area controls how tax rates and accounting information are handled within WorkNinja.

Using Your QuickBooks Tax Rates

When QuickBooks is connected, your available tax rates will automatically pull through from QuickBooks.

You can control which tax rates should be available inside WorkNinja by toggling individual rates on or off.

This allows you to keep the available tax options relevant to the rates your business actually uses.

Setting a Default Tax Rate

You can choose a Default Tax Rate within your Tax & Accounting settings.

The selected rate will automatically be applied to new line items by default.

Users can still select another available tax rate where required.

Setting an appropriate default can make creating quotes, jobs and invoices quicker where your business normally uses the same tax rate.

Syncing Clients with QuickBooks

Once QuickBooks has been connected, a new QuickBooks column will appear within the Clients area.

Go to:

Clients

You will see a sync option alongside eligible clients.

Before an invoice can be synced to QuickBooks, its client must first be linked to a QuickBooks customer.

Creating a New Client in QuickBooks

To sync a WorkNinja client, select the Sync button alongside the customer.

A menu will appear allowing you to either:

• Create a new record in QuickBooks

• Link to an existing QuickBooks record

Choose Create New where the customer does not already exist within QuickBooks.

WorkNinja will then create the corresponding customer record in QuickBooks and link the two records together.

Linking to an Existing QuickBooks Client

If the customer already exists in QuickBooks, choose Link to Existing.

Search for the appropriate QuickBooks customer and connect it to the WorkNinja client.

Using the existing record helps prevent duplicate customers from being created.

What if the client already exists?

If you attempt to create a new QuickBooks customer and WorkNinja detects that a matching record already exists, you will receive a notification.

Return to the sync options and choose Link to Existing instead.

Client Requirements for QuickBooks Sync

Before a client can be successfully used for invoice syncing, the client must have a billing address recorded in WorkNinja.

Check the client's details and add a billing address where required.

It is worth checking this before attempting to sync invoices to avoid unnecessary errors.

Syncing Invoices with QuickBooks

Once the relevant client has been linked to QuickBooks, you can begin syncing their invoices.

Go to:

Invoices

A QuickBooks column will appear alongside your invoices.

Select the Sync button beside the invoice you want to send to QuickBooks.

As with clients, you will have the option to:

• Create a new record in QuickBooks.

• Search for and link to an existing record.

If you are creating the invoice in QuickBooks for the first time, choose the option to create a new record.

Requirements Before an Invoice Can Be Synced

For an invoice to sync successfully:

1. QuickBooks must be connected to WorkNinja.

2. The client must already be linked to QuickBooks.

3. The client must have a billing address.

If the client is not yet linked, return to the Clients page and complete the client sync first.

How Invoice Statuses Stay Up to Date

Once an invoice is connected to QuickBooks, changes made within QuickBooks can be reflected back inside WorkNinja.

For example, if an invoice is marked as paid within QuickBooks, WorkNinja can automatically update the corresponding invoice status.

This allows your team to see the latest payment status without manually updating the invoice in both platforms.

Resyncing an Invoice or Client

If you make further changes to a record inside WorkNinja after it has already been synced, you can send the updated information back to QuickBooks.

Select the Synced button beside the record and choose Resync.

WorkNinja will then update the connected QuickBooks record with the latest applicable information.

Unsyncing a QuickBooks Record

If you no longer want a WorkNinja record linked to its QuickBooks counterpart, you can remove the connection.

Select the Synced button beside the client or invoice and choose Unsync.

Unsyncing removes the connection between the WorkNinja record and the QuickBooks record.

Make sure the records should no longer be linked before using this option.

Recommended QuickBooks Setup Process

When setting up the integration for the first time, we recommend completing the process in this order:

1. Connect QuickBooks through Settings → Add On Store.

2. Configure Tax & Accounting.

3. Select your default tax rate.

4. Choose which QuickBooks tax rates should appear in WorkNinja.

5. Select your default accounting account.

6. Sync or link your clients.

7. Begin syncing invoices.

Following this order helps ensure the required accounting information is in place before you begin sending records to QuickBooks.

Important

Before creating a new customer or invoice in QuickBooks, check whether the record already exists.

Where a record already exists, use Link to Existing rather than creating another one. This helps prevent duplicate customers or invoices being created in your QuickBooks account.

Remember that an invoice cannot be synced until its client is linked to QuickBooks and the client has a billing address configured.