> For the complete documentation index, see [llms.txt](https://help.prostruct360.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.prostruct360.com/connections/connecting-quickbooks.md).

# Connecting QuickBooks

Connect QuickBooks Online so clients, invoices, payments and bills flow into your books without retyping.

Connect your QuickBooks Online company once, and ProStruct360 keeps it up to date as you work: clients and their addresses, invoices, invoice payments, vendor bills and bill payments are sent to QuickBooks automatically.

**Plans:** Complete and Unlimited. **Who:** owners and admins.

{% embed url="<https://vimeo.com/871209364>" %}
Recorded in an earlier version of ProStruct360, so some screens may look different. The written steps below are up to date.
{% endembed %}

## Before you start

* Have your QuickBooks Online sign-in ready, and know which company to connect if you have more than one.
* Know which **income** account your sales should post to and which **expense** account your crew and vendor costs should post to. Your bookkeeper can tell you.

{% hint style="warning" %}
You don't need to test the connection with made-up transactions. Anything ProStruct360 sends goes into your real books.
{% endhint %}

## 1. Open the QuickBooks settings

Open your profile menu (top right) and choose **Connect To QuickBooks**. You can also get there from **Settings** → **QuickBooks Online**.

![Settings → QuickBooks Online](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-8adc5bb8d2e8c9327f542bbd2efec5380ad012fc%2Fquickbooks-01-settings.png?alt=media)

## 2. Connect

1. Click the green **Connect to QuickBooks** button.
2. QuickBooks opens. Sign in, choose your company, and allow ProStruct360 access.
3. You're brought back to ProStruct360 with the message **QuickBooks connected**, and **Status** shows **Connected**.

## 3. Choose where things post

The first time you connect, ProStruct360 asks where to book your invoices and bills:

1. Under **Set up the default line item**, choose your **Income account** and your **Expense account**.
2. Click **Create default item**.

This creates one item in QuickBooks, **PS360 Contractor Services**, that every synced invoice and bill line uses. You'll see **Default income/expense item configured** once it's done.

## 4. Bring in what's already in QuickBooks (optional)

If your clients, items and vendors are already in QuickBooks, you can pull them in instead of typing them again:

1. Click **Sync from QuickBooks**. It fetches your customers, items and vendors for review — nothing is added yet.
2. Click **Review & import**.
3. On the **Clients**, **Items** and **Vendors** tabs, tick the records you want and click **Import Selected**. Records you already have are marked so you don't import them twice.

## What happens from here

You don't need to do anything else. As you add clients, invoice, record payments and pay vendors, the changes are sent to QuickBooks in the background.

To see what was sent and whether anything failed, go to **Reports** → **QuickBooks Communication Logs**.

## Reconnecting

QuickBooks connections need renewing from time to time. If **Status** shows **Reconnect needed**, click **Reconnect** and sign in again.

{% hint style="danger" %}
**Always reconnect to the same QuickBooks company.** Reconnecting to the same company keeps everything linked. Choosing a *different* company removes every link to the old one: clients, addresses and vendors would be created again as new records in the new company, and invoices, payments and bills would be sent again. Nothing is deleted from either system — only the links.
{% endhint %}

To stop syncing, click **Disconnect**. You can connect again at any time.

## Common questions

**I don't see Connect To QuickBooks.** It's for owners and admins on the Complete or Unlimited plan.

**"You declined the QuickBooks authorization."** You clicked Cancel (or didn't allow access) in QuickBooks. Click **Connect to QuickBooks** again and choose **Connect** or **Allow**.

**"The connection request expired or was invalid."** / **"Security check failed."** The QuickBooks sign-in took too long or was opened twice. Start again from **Connect to QuickBooks**.

**Something didn't show up in QuickBooks.** Check **Reports** → **QuickBooks Communication Logs** for an error on that record. A badly formatted client or vendor email is a common cause — fix the email and save the record again.

## Related

* [Creating an estimate](/getting-started/creating-an-estimate.md)