> For the complete documentation index, see [llms.txt](https://help.paintscout.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.paintscout.com/support/integrations/accounting/quickbooks-online-integration.md).
# QuickBooks Online
PaintScout's QuickBooks Online integration exports invoices, handles deposits, and syncs payments automatically, eliminating double data entry between your estimating and accounting software.
## What is QuickBooks Online?
QuickBooks Online is an accounting software for tracking payments, creating invoices, managing payroll, and time tracking.
[Learn more about QuickBooks >](https://quickbooks.intuit.com)
***
## Why integrate QuickBooks and PaintScout?
Export invoices directly from PaintScout to QuickBooks, eliminating double entry and keeping your accounting in sync.
***
## How do I integrate with QuickBooks?
1\. Click the person icon in the top right of your page and go to your **Account Settings** > **Integrations** section.
2\. Locate QuickBooks and toggle it on. Log in to your QuickBooks account.
3\. Once you have connected your account, click the settings drop-down to customize the integration.
You must have an option selected for each drop-down menu for the integration to work.
### Creating Invoices
Choose when PaintScout should create the first linked invoice in QuickBooks. You can also send invoices manually from the **Send** menu on any PaintScout estimate or invoice.
You can create a QuickBooks invoice:
1. When an estimate is accepted
2. When an invoice is created
3. When an invoice is changed to **Paid**
If you choose **When an invoice is changed to Paid**, PaintScout waits until the PaintScout invoice is marked **Paid**, then creates the linked invoice in QuickBooks.
This setting controls when the invoice is first created in QuickBooks. It does not create a second QuickBooks invoice for the same PaintScout invoice.
### Canadian Users
1\. To make sure our Canadian users have the best experience, it's important to toggle on the **Canadian QuickBooks User** button. This ensures that you are directed to the right version of QuickBooks specifically tailored to your needs.
2\. Once you have selected this checkbox, select your tax rate.
### Item Handling
Select if you want the invoice to show one item with the total, or show each individual item's price (Areas/Line Items).
* If **Area/Line Items** is selected, the pre-tax amount will be sent, allowing QuickBooks to handle the calculations line by line.
* Select if you want the invoice to not create descriptions.
### Total Item Value
Select if you want to use the after-tax total.
### Item Types
Select your item type. These must be set up in QuickBooks beforehand.
### Deposit Item Types
Select your deposit item type. This is what your deposit invoices will choose for a service item type instead of the one set for your actual items.
### Deposit Invoices
Choose if you would like PaintScout to create a deposit invoice with a percentage of the total. Feel free to customize this percentage amount.
### Include Surcharge
When surcharging is enabled in your account, you can choose to include surcharge amounts in your payment and deposit totals.
### Payment Settings Overrides
By default, invoices created will use the default payment settings from QuickBooks for credit card and ACH payments. You can override to turn these off.
***
## Why are my QuickBooks invoices missing numbers?
If generated invoices appear without a number in QuickBooks, disable custom transaction numbers in QuickBooks.
**Here's how to do it:**
* Click the gear icon (settings)
* Go to the section "Account and Settings"
* Click the "Sales" section on the left-hand side.
* Make sure "Custom transaction numbers" is off
***
## How can I send invoices to QuickBooks?
Choose one automatic invoice creation trigger, or send invoices manually when needed.
**1. When Estimates are Accepted**
* Creates the linked QuickBooks invoice as soon as the PaintScout estimate is accepted.
**2. When Invoices are Created**
* Creates the linked QuickBooks invoice as soon as you create the PaintScout invoice.
**3. When an Invoice is marked as Paid**
* Waits until the PaintScout invoice is marked **Paid**, then creates the linked QuickBooks invoice.
**4. Manually from the Send dropdown**
* Open the invoice, click the dropdown arrow beside **Send**, and choose to create a full or deposit invoice in QuickBooks.
### Sync invoice to QuickBooks when changed to paid status
Use this checkbox if you already have a linked QuickBooks invoice and want PaintScout to update that same invoice when the PaintScout invoice is marked **Paid**.
***
## Can I view or update my invoices in QuickBooks from PaintScout?
Yes. Open the **Send** menu to view the linked full or deposit invoice in QuickBooks.
You can also update the linked QuickBooks invoice manually from the same menu.
If **Sync invoice to QuickBooks when changed to paid status** is enabled, PaintScout also updates the original linked QuickBooks invoice automatically when the PaintScout invoice is marked **Paid**.
***
## How should I send Additional Work to QuickBooks?
When your customer accepts additional work on an invoice, PaintScout sends that additional work to QuickBooks automatically.
You can also send additional work manually from the dropdown arrow next to **Send**.
Additional work invoices stay separate from the original linked invoice. The paid-status sync setting does not switch over and update those additional work invoices.
***
## Optimal Workflow when taking deposits
1. Add your deposit percentage into your integration setup. Check the box for "Create deposit invoice when estimates are accepted."
2. When the estimate is accepted, it automatically creates an invoice from the % you set within the “Deposit Invoices” field in your QuickBooks Integration settings.
3. Once that gets paid, manually add your payment to the PaintScout estimate/invoice. [Learn more here >](/support/invoicing-and-payments/recording-payments/how-to-manually-add-a-payment.md)
4. When you are ready to invoice the remaining balance, click the “Create Invoice in QuickBooks” button on your PaintScout estimate/invoice - it will create a new invoice in QuickBooks with the outstanding balance due (deposit taken off).
***
## QuickBooks FAQ
How does the "Sync invoice to Quickbooks when changed to paid status" checkbox work?
If the invoice is already linked to QuickBooks, PaintScout updates the existing linked invoice when the PaintScout invoice is marked **Paid**.
It does not create a second QuickBooks invoice for that same linked invoice.
If there are multiple QuickBooks invoices already:
* Additional work invoices stay separate. They do not attach back to the original quote link.
* PaintScout updates the original linked QuickBooks invoice.
## Related articles
* [Xero](/support/integrations/accounting/xero-integration.md) — Export quotes, invoices, and payments to Xero
* [Invoice Settings](/support/customization/templates-and-presets/invoice-settings.md) — Configure due dates and automatic invoice creation
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