Getting Started with QuickBooks

Overview

Connect QuickBooks to Monk to sync invoices, payments, and customer data between both systems. This guide walks you through connecting your QuickBooks account and completing the initial configuration.

Step 1: Connect QuickBooks

1. Navigate to Integrations in the left sidebar under the Admin section

2. Find the QuickBooks card in the Accounting section

3. Click on the card to start the connection process

You'll be redirected to QuickBooks to authorize the connection:

1. Log in with your QuickBooks credentials

2. Select the company you want to connect

3. Grant Monk the requested permissions

4. You'll be redirected back to Monk with the integration now connected

Step 2: Configure QuickBooks Settings

After connecting, click the QuickBooks card again to access the configuration page.

Connected Account Information

The top of the page displays your connected QuickBooks account:

• Realm ID - Your unique QuickBooks company identifier

• Payments Sync - Toggle to automatically create QuickBooks payments when invoices are marked PAID in Monk

Pull Payment Terms

Payment terms define the due date calculation for invoices. To sync your QuickBooks payment terms:

1. Find the Payment Terms card

2. Click Pull from QuickBooks

3. Your terms (Net 15, Net 30, Net 60, etc.) will appear in the list

Configure Items

Items are required for syncing invoice line items to QuickBooks. Set up your item mappings:

1. Click Pull from QuickBooks in the Items card to fetch available items

2. Set a Default Item - This item will be used for all line items that don't have a specific mapping

3. Optionally set a Default Discount Item for discount line items

4. Use Add product to create specific mappings between Monk products and QuickBooks items

Step 3: Understand the Sync Workflow

Navigate to Sync in the left sidebar to access the accounting sync page.

The Sync page has five tabs for managing invoices:

Optional Configuration

Clearing Account Mappings

Map customer sources (like Stripe) to specific QuickBooks clearing accounts. If left blank, payments are deposited to your QuickBooks Undeposited Funds account.

1. In the QuickBooks Integration page, find Setup QuickBooks Clearing Account Mappings

2. Click Add mapping

3. Select the customer source and corresponding clearing account

Unsyncable Customers

Mark specific Monk customers as unsyncable to hide them from QuickBooks review pages:

1. Use the customer search dropdown in the Unsyncable Customers section

2. Select the customer

3. Click Mark as Unsyncable

Troubleshooting

Items Not Appearing

If QuickBooks items don't appear after clicking "Pull from QuickBooks:"

1. Verify your QuickBooks account has Service or Inventory type items created

2. Check that your QuickBooks user has permission to view items

3. Try disconnecting and reconnecting the integration

Payments Not Creating

If payments aren't being created when invoices are marked PAID:

1. Ensure the Payments Sync toggle is enabled on the QuickBooks Integration page

2. Verify the customer exists in QuickBooks