QuickBooks Integration
What this does
The QuickBooks integration connects Teamship to QuickBooks Online so that invoices created in Teamship can be sent straight to QuickBooks instead of being exported and imported by hand.
With the integration turned on, Teamship:
- Connects one or more QuickBooks accounts to your organization, each linked to specific warehouses
- Fetches your customers and service items from QuickBooks
- Uses service items in place of GL codes on charges
- Syncs invoices to QuickBooks, either on demand or on an automatic schedule
- Shows the sync status, QuickBooks invoice ID and QuickBooks invoice number for every invoice
💡 All QuickBooks behaviour on this page applies only to organizations (and warehouses) with the integration turned on. Organizations without it keep working exactly as before, including GL codes, tax and fees on transactions, and the QuickBooks template export. → See: Invoices
Before you start
You need:
- A QuickBooks Online account with your customers and service items already set up. Only active customers and service items are fetched into Teamship.
- The QuickBooks app credentials (client ID and client key) for that account
- To be logged into the matching QuickBooks account in your browser when you connect
Decide which warehouses should bill through which QuickBooks account. Each warehouse can be linked to only one QuickBooks account.
Connecting QuickBooks
Administrators set up the integration from the organization detail page. Other warehouse roles with access use the Integration settings section.
- Open Integration settings and find QuickBooks.
- Turn the integration on. It is off by default.
- In the Production section, enter the credentials for your QuickBooks account and select Connect.
- Teamship checks that the credentials match the QuickBooks account you are logged into. If they don't, you'll see Connection unsuccessful. Client ID/Key entered does not match.
- Once verified, the QuickBooks account number is shown in the section header.
- Link warehouses to this account. You can link one, several or all active warehouses.
- Select Fetch Service Items and Customer IDs to pull your active customers and service items from QuickBooks.
- Map each customer and charge to QuickBooks (see Mapping customers and service items).
The connection status reads Connected, Not Connected or Disconnected.
Testing with a sandbox
A Sandbox section lets you test the connection against a QuickBooks sandbox account. After connecting, Teamship can send a sample invoice for a selected customer and shows the resulting QuickBooks invoice ID and number if the sync succeeds.
Using more than one QuickBooks account
You can add more QuickBooks accounts to the same organization, for example when different warehouses bill through different companies.
- Each account is linked to its own set of warehouses
- Warehouses already linked to one account are disabled when linking another
- Service items, customer IDs and invoice syncs always use the QuickBooks account linked to the order's warehouse
Mapping customers and service items
Invoices can only sync when Teamship knows which QuickBooks customer to bill and which QuickBooks service item each charge belongs to.
Customers
QuickBooks customer IDs are set on the customer detail page, in the Billing tab, for each warehouse assigned to the customer.
- Warehouse users who can edit customer profiles can set or change the QuickBooks customer ID
- When creating a new customer, save the customer first, then add the QuickBooks customer ID
Service items
When QuickBooks is enabled, Service Item replaces GL code across pricing and charges. Service Item is a dropdown listing the service items fetched from QuickBooks. If an item is missing, use the refresh button next to the column heading to fetch the latest list.
| Where | What to map |
|---|---|
| Warehouse page | Default service items for the warehouse's charges. These are inherited by customers assigned to that warehouse. |
| Manage pricing (customer) | Storage, recurring and auxiliary charges; ecommerce order charges and custom per-pick charges; packaging, inserts and carrier connections |
| Manual charges — custom and storage charges | Choose a service item from the dropdown. It is saved against the charge name. |
| Manual charges — shipping and inventory order charges | Read-only. Taken from the customer's pricing. |
| Edit transaction | Pick a service item when adding a new charge line, or overwrite the service item on an existing line |
⚠️ If a charge has no service item, Teamship blocks the action that would create it (see Effect on orders and transactions).
Effect on orders and transactions
When QuickBooks is enabled for the warehouse:
Closing orders. Every charge on an order must have a service item. If one is missing, the order cannot be closed:
Unable to close order: There is no service item linked for {charge name} for this customer for this warehouse.
This applies to all inventory orders (blind and regular) and all shipping orders (bulk, transfer, ship by LPN and ecommerce), including Close Order and Close Batch in batch picking. Missing service items on order charges, packaging or carriers all trigger it.
Manual charges. A shipping or inventory order charge can't be created if the customer has no service item linked for it. Link the service item in the customer's profile first.
Tax and fees. Tax and fees are not calculated on transactions, including when editing them. Subtotal and total are the same. Tax is handled in QuickBooks instead.
Syncing invoices
Invoices are created in Teamship as usual, then synced to QuickBooks from the Generated Invoices tab.
Sync one or more invoices
- Open Invoices → Generated Invoices.
- Tick the invoices to sync. Only regular invoices have a checkbox; credit notes are not synced.
- From Actions, select Sync to QuickBooks Online.
Each selected invoice is queued and synced separately, and the status updates per row. You can sync up to 500 invoices at a time. Once an invoice has synced, its checkbox is removed.
Each invoice is sent to the QuickBooks account linked to its warehouse. The Teamship invoice number is stored in the QuickBooks invoice's private note for reference.
Auto-sync
In the QuickBooks settings you can optionally turn on auto-push of invoices:
| Option | When unsynced invoices are sent |
|---|---|
| Daily | Every day at 11:59 PM EST |
| Weekly | At 11:59 PM EST on the day you choose |
Auto-sync only picks up invoices that are not yet synced.
Invoice directory columns
| Column | Shows |
|---|---|
| Status | Not Synced, Queued, Synced or Failed (hover for the reason). Blank for warehouses without QuickBooks. |
| Last Synced on | Date of the last sync attempt, in your time zone |
| QuickBooks Invoice ID | Returned by QuickBooks after a successful sync |
| QuickBooks Invoice Number | Returned by QuickBooks after a successful sync |
| QB amount | The final amount recorded in QuickBooks for the invoice |
Invoice detail page
For QuickBooks-enabled organizations, before and after syncing:
- Credit notes cannot be created in Teamship. Create them in QuickBooks.
- Invoice date, due date and payment terms cannot be edited
What customers see
Customers of a QuickBooks-enabled organization do not see generated invoices in Teamship. Their Invoices tab shows:
Your invoices are managed and shared by your warehouse directly through QuickBooks.
Roles and permissions
Administrators
- Turn the integration on or off and connect QuickBooks accounts from the organization detail page
- Link warehouses to QuickBooks accounts
- Reconnect QuickBooks if the connection is lost
Warehouse users (with billing access)
- Map QuickBooks customer IDs and service items
- Sync invoices and review sync status
Customers
- Do not see invoices in Teamship when QuickBooks is enabled
Common issues
| Issue | Likely cause |
|---|---|
| Connection unsuccessful. Client ID/Key entered does not match. | The credentials don't match the QuickBooks account you're logged into |
| Please link customer to QuickBooks… | No QuickBooks customer ID is set for this customer and warehouse |
| Customer ID not found on QuickBooks / inactive or deleted | The customer was removed or made inactive in QuickBooks. Fetch customers again and re-map. |
| Please link charge to QuickBooks… | A charge on the invoice has no service item |
| Service Item not found on QuickBooks / inactive or deleted | The service item was removed or made inactive in QuickBooks. Refresh service items and re-map. |
| Cannot sync blank invoice | The invoice has no charge lines |
| Connection lost. Please reach out to your organization admin… | The QuickBooks connection expired after about 100 days of inactivity. An admin must reconnect. |
| Too many requests… | More than 500 invoices selected. Sync in smaller groups. |
| A service item isn't in the dropdown | It's new or was inactive in QuickBooks. Make it active, then use the refresh button. |
| An order won't close | A charge, package or carrier on the order has no service item for that customer and warehouse |
| Tax or fees are missing on transactions | Expected: tax is handled in QuickBooks when the integration is on |
| Create credit note is missing on an invoice | Expected: credit notes are created in QuickBooks |