Connect QuickBooks Online

If your accountant already works in QuickBooks Online, you can keep it. Once you connect, every invoice you finalize in Korrit goes to QuickBooks, along with the payments, credit notes and voids recorded against it. You can also bring your QuickBooks clients and past invoices into Korrit, so nothing is typed twice.

Before you start

• Connecting and disconnecting needs the Principal role.
• Mappings, the import and retrying failed syncs can be done by a Principal or someone with the Finance role.
• You’ll sign in to Intuit with a QuickBooks Online user who can approve connected apps for the company.
• Korrit syncs with one accounting tool at a time. If another one is connected under Accounting, disconnect it first.

Connect your company

1. Go to Settings → Connectors.
2. Under Accounting, find the QuickBooks card and click Connect.
3. Intuit’s sign-in page opens. Sign in, choose the company you want to link, and approve the connection.
4. You come back to Korrit while it shows Connecting QuickBooks…, then land on the QuickBooks settings page with Connected to and your company name.

Later, the Manage button on the QuickBooks card brings you back to this page.

If you see a notice asking you to turn on Custom transaction numbers, do it in QuickBooks under Settings → Sales → Sales form content. Korrit sends each invoice with its Korrit number, and QuickBooks only keeps that number when this setting is on.

Map your products and services

Each kind of line on a Korrit invoice posts to one QuickBooks product or service, which decides its income account. Invoices can’t sync until these are saved.

1. Under Products and services, pick an item for Fees, Hourly services, Consultants, Reimbursable expenses, and Adjustments & credits.
2. If you don’t have a suitable item, click Create next to the empty picker (for example Create “Korrit – Fees”). It’s created under the account chosen in Income account for new items.
3. Under Deposit accounts, choose where Payments recorded by hand land. Korrit picks Undeposited Funds when your company has it.
4. Choose where Stripe payments land, or click Create “Stripe Clearing”. A separate clearing account stops a Stripe payout you match in QuickBooks from being counted twice.
5. Click Save mappings.

Import your clients and invoice history

1. Under Import from QuickBooks, click Import from QuickBooks. The import runs through four steps: Fetch, Clients, Projects and Invoices.
2. Wait while Korrit reads your QuickBooks customers and matches them to your clients.
3. On Clients, check each row. The Match column tells you how sure Korrit is:
   • Exact match means the same email, or the same name and postal code. These are linked for you.
   • Jev with a percentage is Korrit’s AI matching on names that are close. High-confidence picks are linked; the rest wait for you.
   • Needs review means Korrit wants a person to decide, often because two QuickBooks customers look like the same client.
4. For each row, choose an Action: link it to a Korrit client, Create new client, Same client as another QuickBooks customer, or Skip. Create all needing review settles everything still open in one go.
5. Click Confirm clients. Nothing is saved to your client list until you do.
6. On Projects, link each QuickBooks project or sub-customer to its Korrit project, or skip it. Korrit never creates projects from an import, so set up any missing projects first. Then click Confirm projects.
7. Korrit imports your invoices, oldest first, with their payments. Any invoice it can’t place appears under Invoices that need a project. Pick a project and it’s imported there.

When it finishes you’ll see Import finished. Imported invoices keep their QuickBooks numbers and follow QuickBooks until you change them in Korrit.

Check that it’s working

1. Open Invoices in the sidebar. Imported invoices carry a small QuickBooks mark next to their number.
2. Finalize your next Korrit invoice. Its mark is gray while it syncs, then turns green. Hover the green mark to see when it synced, or click it to open the invoice in QuickBooks.
3. If a mark shows a warning triangle, click it to read QuickBooks’ reason. Fix the cause, then click Retry.

The QuickBooks settings page also counts failed invoices and payments, with a Retry all button.

Disconnect or reconnect

If QuickBooks stops accepting Korrit’s access, a Reconnect QuickBooks banner appears on Invoices and Settings → Connectors. Click Reconnect and sign in again. Anything waiting to sync goes out once you’re back.

To disconnect, open the QuickBooks settings page, click Disconnect, then Confirm disconnect. Your invoices and the links between Korrit and QuickBooks records stay. Connecting the same company again picks up where you left off. Invoices finalized while you’re disconnected aren’t sent later, so reconnect before your next billing run.

To switch to a different QuickBooks company, disconnect, click Clear links to the old company, then connect the new one. Clearing also cancels an unfinished import and any syncs that haven’t gone out.

What happens next

Bill as usual. When you turn approved time into an invoice and finalize it, it reaches QuickBooks without anyone retyping it. If your accountant wants the detail on what syncs, in which direction and when, send them How QuickBooks sync works.