> 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.

<figure><img src="/files/5hgBjTbkKqrfr6SA0Kkb" alt="Screenshot showing the QuickBooks Online integration toggle in PaintScout settings"><figcaption></figcaption></figure>

3\. Once you have connected your account, click the settings drop-down to customize the integration.

<figure><img src="/files/v3RVLxV8zDOAH6XYn6yL" alt="Screenshot showing the QuickBooks integration settings drop-down menu in PaintScout"><figcaption></figcaption></figure>

{% hint style="info" %}
You must have an option selected for each drop-down menu for the integration to work.
{% endhint %}

### Creating Invoices

Select how you would like to send invoices to QuickBooks. You can also manually send invoices through the "Send" menu on any PaintScout estimate or invoice.

You can choose to send an invoice to QuickBooks:

1. When an estimate is accepted
2. When invoices are created
3. When an invoice is changed to "Paid"

<figure><img src="/files/s3zmOAbZYv5XUZEnotfk" alt="Screenshot showing the invoice creation options for when to send invoices to QuickBooks"><figcaption></figcaption></figure>

### Update Invoices <a href="#h_fd3e3b69d5" id="h_fd3e3b69d5"></a>

Select this option if you would like your invoices to sync to Quickbooks when they have "Paid" status

<figure><img src="/files/g1dJ3D44FkQraODGoBJp" alt="Screenshot showing the Update Invoices setting for syncing paid invoices to QuickBooks"><figcaption></figcaption></figure>

### 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.

<figure><img src="/files/lRB1jq4VaKEYW6ivBF1a" alt="Screenshot showing the Canadian QuickBooks User toggle and tax rate selection dropdown"><figcaption></figcaption></figure>

### 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).

<figure><img src="/files/UIDyASSUgGMyPOBY12b5" alt="Screenshot showing the item handling options to display a single total or individual Area/Line Items in QuickBooks"><figcaption></figcaption></figure>

* 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

The subtotal with the discount as a separate line will show by default, but you can choose to show the after-tax total instead (i.e. the subtotal and the discount will show on one line).

<figure><img src="/files/6z3CcHTus1QiphxOaFyo" alt="Screenshot showing the total item value setting with option to use the after-tax total"><figcaption></figcaption></figure>

### Item Types

Select your item type. These must be set up in QuickBooks beforehand.

<figure><img src="/files/DtHupp6bjptXK22fi4RV" alt="Screenshot showing the item type selection dropdown for QuickBooks integration"><figcaption></figcaption></figure>

### 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.

<figure><img src="/files/21dvTsNo26IKKdtfFTzl" alt="Screenshot showing the deposit item type selection for QuickBooks deposit invoices"><figcaption></figcaption></figure>

### 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.

<figure><img src="/files/kUQfgSrLI9rNL5Y8RQbS" alt="Screenshot showing the deposit invoice settings with customizable percentage amount for QuickBooks"><figcaption></figcaption></figure>

### Include Surcharge

When surcharging is enabled in your account, you can choose to include surcharge amounts in your payment and deposit totals.

<figure><img src="/files/HFQFPM6F1wCmmpCRTsKY" alt="Screenshot showing the Include Surcharge setting in the QuickBooks integration"><figcaption></figcaption></figure>

### 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.

<figure><img src="/files/h0YZSAHg4jtC0r8QeDYI" alt="Screenshot showing the payment settings overrides to disable credit card and ACH payments in QuickBooks"><figcaption></figcaption></figure>

***

## 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?

You can adjust the settings below to suit your preferences

<figure><img src="/files/IHsFRbv4E40pGTpuusYf" alt="Screenshot showing the options for when to automatically create invoices in QuickBooks"><figcaption></figcaption></figure>

**1. When Estimates are Accepted**

* Will automatically create an invoice in QuickBooks when the PaintScout estimate has been accepted.

**2. When Invoices are Created**

* Will automatically create an invoice in QuickBooks when the PaintScout estimate is converted into an invoice.

**3. When an Invoice is marked as "Paid"**

* Will automatically create an invoice in QuickBooks when the PaintScout invoice is changed to "Paid" status.

**4. Manually from the "Send" dropdown**

* Go to your invoice and click the drop-down arrow beside the send button. You can choose to create a full or deposit invoice in QBO.

<figure><img src="/files/b8mZvuftYSzCG86d8IYV" alt="Screenshot showing the Send menu dropdown with options to create a full or deposit invoice in QuickBooks"><figcaption></figcaption></figure>

***

## Can I view or update my invoices in QuickBooks from PaintScout?

Yes. Easily view your invoices in Quickbooks when you click the "Send" menu dropdown. You can view either the full or deposit invoice in Quickbooks.

There's also an option to manually update your QuickBooks invoice.

<figure><img src="/files/VBBKUm6t62ezFNU1YTIm" alt="Screenshot showing the Send menu options to view or update QuickBooks invoices from PaintScout"><figcaption></figcaption></figure>

***

## How should I send Additional Work to QuickBooks?

When your customer accepts additional work on an invoice, this will automatically send over to QuickBooks.

But you have the option to send these items to QuickBooks manually - for example, when the work is added to the invoice - from the drop-down arrow next to the send button:

<figure><img src="/files/4iF3JvOMRCpkKsy4xnqo" alt="Screenshot showing the Send menu with the option to send additional work items to QuickBooks"><figcaption></figcaption></figure>

***

## 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).

&#x20;&#x20;

## Related articles

<table data-card-size="large" data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>Xero</strong></td><td>Connect Xero accounting software to export quotes, invoices, and sync payments from PaintScout</td><td><a href="/pages/M07yeFSJWz1NTDN5Lny4">/pages/M07yeFSJWz1NTDN5Lny4</a></td></tr><tr><td><strong>Invoice Settings</strong></td><td>Configure invoice due dates and enable automatic invoice generation when estimates are accepted in PaintScout.</td><td><a href="/pages/SossHyh4N6dIP8ZO3j42">/pages/SossHyh4N6dIP8ZO3j42</a></td></tr></tbody></table>


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