Most shops we onboard are still copy-pasting paid invoices from their ops tool into QuickBooks Online. SalesThumb's QuickBooks integration replaces that re-keying with a one-way push. This is the setup playbook plus the common gotchas.
Step 1 — Connect QuickBooks Online
Settings → Integrations → QuickBooks Online → Connect. You'll OAuth into Intuit and pick the company file to link. The connection refreshes automatically; if Intuit ever forces a re-auth, reconnect from the same screen.
If you have multiple QBO companies, pick the one tied to this SalesThumb org. If you run separate books per location, see the HQ rollout checklist — each location connects to its own QBO file.
Step 2 — Push your invoices
Click Sync now on the QuickBooks card. SalesThumb sends your recent paid invoices that haven't been pushed yet:
- Each paid invoice posts to QuickBooks as a QuickBooks invoice, with its line items
- If the customer doesn't exist in QuickBooks, a matching Customer record is created automatically
- SalesThumb saves the QuickBooks invoice ID back on the record, so the same invoice never posts twice
There's no chart-of-accounts mapping to configure — invoices post with their line items and you reconcile in QuickBooks as usual.
What it does NOT do (yet)
- It does not push payments, deposits, tips, or refunds as separate ledger lines — record those in QuickBooks the way you do today.
- It does not post inventory/COGS journal entries.
- It is one-way (SalesThumb → QuickBooks). Changes made in QuickBooks do not flow back. Two-way sync is on the roadmap.
Common gotchas
- Connect the right company file. If you have several QBO companies, double-check you linked the one for this shop's books.
- Don't manually delete a pushed invoice in QBO. Cancel it in SalesThumb and handle the QuickBooks side yourself — there's no automatic reversal yet.
- Push regularly. Invoices wait until you click Sync now, so make it part of your close routine (or push as jobs are paid).
Sync status + troubleshooting
After each push, SalesThumb reports how many invoices were sent and whether any failed. Common failure modes:
- "QuickBooks not connected / tokens missing" — reconnect from Settings → Integrations.
- "Account closed" — your QBO subscription lapsed or the company file was archived. Re-auth.