Set up QuickBooks integration
Set up your QuickBooks two way sync to automate reconciliation and reduce manual data entry.
At a glance
Connect one QuickBooks organization to your Caspen account.
Syncs: invoices, clients, payments, discounts, tax rates, and credit notes.
You choose one default Service and one default Product item in QuickBooks. Caspen posts all service lines to the default Service and all product lines to the default Product.
Record payments in Caspen. We send them to QuickBooks.
About QuickBooks
Caspen connects to QuickBooks Online so your invoices and payments appear in your accounts without manual entry.
What syncs
From Caspen to QuickBooks
Invoices An invoice syncs to QuickBooks when you finalize it or apply a payment in Caspen. Draft invoices do not sync.
Clients When an invoice syncs, Caspen looks for a matching customer in QuickBooks. If a match is found, the invoice is linked to that customer. If not, Caspen creates a new customer contact in QuickBooks.
How we avoid duplicates with the same name Caspen creates unique customer names in QuickBooks using this format:
Full name (Caspen #####)
Where ##### is the last 5 digits of the Caspen client ID. This reduces the risk of two different people with the same name being merged unintentionally.
Payments Payments applied to invoices in Caspen are synced to QuickBooks.
Discounts Fixed-amount and percentage discounts on invoice line items are synced to QuickBooks.
Tax rates The tax rate on each line (for example, GST or GST free) is synced to QuickBooks.
Credit notes Credit notes applied to invoice line items in Caspen are synced to the QuickBooks.
Totals The invoice subtotal and tax amount in Caspen are synced to QuickBooks, whether tax is inclusive, exclusive, or no tax.
From QuickBooks to Caspen
Payments
A single payment recorded in QuickBooks against a Caspen invoice imports to Caspen and updates the balance.
Note: Split payments created in QuickBooks (two or more partials on the same invoice) do not import to Caspen. Why: Caspen treats each sync as one payment record to keep invoices consistent.
How to set up QuickBooks
To sync invoices and payments correctly, complete all three steps in the checklist.
Checklist: 1. Connect QuickBooks 2. Configure your integration settings 3. Link your tax rates
Connect QuickBooks
Go to Settings → Integrations
Find QuickBooks and toggle on.
In the "Connect with QuickBooks" pop-up click Next. You will be redirected to QuickBooks.
Sign in to your QuickBooks account.
When prompted, select Connect to approve the connection.
You will return to Caspen on the QuickBooks settings page.
Configure your integration settings
Default QuickBooks account for payments: select the bank or clearing account where invoice payments will be recorded in QuickBooks.
Default QuickBooks service: select one Service item in QuickBooks.
Default QuickBooks product: select one Non-inventory or Inventory item in QuickBooks.
Click Save settings.
Tip: If these items do not exist in QuickBooks yet, create one Service and one Product there first, then select them here.
What these choices mean
Services in Caspen → Default Service in QuickBooks All service lines on Caspen invoices are posted to the single Service item you chose.
Products in Caspen → Default Product in QuickBooks All product lines on Caspen invoices are posted to the single Product item you chose.
This keeps the setup simple. You do not need to recreate every service or product in QuickBooks. Posting follows the accounts and tax settings on those QuickBooks items.
Caspen includes the service or product name in the line description so each line is still easy to identify in QuickBooks.
Example: If an invoice has 3 physiotherapy consults and 1 knee brace, Caspen posts the 3 consult lines to your Default Service item and the knee brace line to your Default Product item. Subtotal, tax amount, and total then match in QuickBooks.
Link your tax rates to QuickBooks
In Caspen, go to Settings → Taxes.
For each rate you use, select Actions → Sync with QuickBooks.
In the QuickBooks Tax Code dropdown field, choose the matching code, then select Sync.
Confirm the QuickBooks status changes from Not synced to Synced.
Note: The tax rate will also need to exist in quickbooks in order for Caspen to sync with it.
What a successful sync looks like
What you will see
The invoice in Caspen shows QuickBooks status: Synced.
The matching invoice appears in QuickBooks with the same subtotal, tax amount, and total.
Line descriptions include the Caspen service or product name for easy identification.
Tip: Only invoices created or finalised after connecting QuickBooks will sync. Historical invoices do not sync.
Unsynced invoices
If any invoice fails to sync after you connect QuickBooks, they will appear in Unsynced invoices in the QuickBooks settings page.
For common errors and how to fix them, see Fix invoice sync errors with QuickBooks.
Need help? Feel free to contact support and we will help you connect QuickBooks and get invoices and payments syncing.
FAQ
How do I get an older invoice into QuickBooks?
If you need an invoice that was created before you connected QuickBooks, recreate it in Caspen so it can sync. Alternatively, you can create it directly in QuickBooks just keep numbering distinct (for example, use a different prefix) to avoid clashes with Caspen invoice numbers.
Last updated