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Connect QuickBooks Online

Settings → QuickBooks → Connect QuickBooks links your company file, pulls customers, items, accounts, and workers for mapping, and syncs invoices, payments, and approved time.

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Owner/AdminIntegrations3 minutesUpdated Sep 23, 2026Current instructions
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What you'll do

Zentive stays the operations system; QuickBooks stays the accounting system. The connection is one-way for most records (Zentive → QuickBooks) and review-first: nothing syncs until mappings are ready.

Do this

  1. 1

    Settings → QuickBooks → Connect QuickBooks

    You sign in through Intuit with an owner-level QuickBooks Online account; Zentive never sees your password.

  2. 2

    Refresh

    Zentive pulls workers, customers, services, accounts, tax codes, and recent time records for review.

  3. 3

    Map

    Match Zentive services to QuickBooks items, Zentive tax rates to QuickBooks tax codes, expense accounts, and employees to QuickBooks workers (for time). Readiness shows what is still unmapped.

  4. 4

    Test one sync

    Sync one paid invoice and confirm it in QuickBooks before relying on it.

QuickBooks Setup

Payroll scope

Zentive sends approved time to QuickBooks TimeActivity. It does not create payroll runs or paychecks.

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Integrations

What syncs to QuickBooks and what stays in Zentive

Customers, products and services, invoices, payments, refunds, credits, cash discounts, and approved time sync. Quotes, jobs, routes, photos, notes, and Stripe fees do not.

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Sync customers with QuickBooks

Link Zentive customers to QuickBooks customers, create missing ones, and keep contact details in step so invoices land on the right account.

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Read the QuickBooks sync activity log

Every sync attempt is logged with the record, direction, result, and a plain-language reason for failures, with a Retry button.

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QuickBooks is not syncing

Read the reason in the sync activity log, fix the mapping or connection it names (tax code, item, customer, expired token), and retry.

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Sync approved time to QuickBooks

From Timesheets, pick a payroll period, approve shifts, map employees to QuickBooks workers, and sync approved hours as TimeActivity; retry failures without re-running the batch.

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Connect Stripe to accept online payments

Settings → Stripe Account → Set Up Stripe Account lets customers pay invoices by card, ACH, Apple Pay, and Google Pay. Fees, verification, and payouts explained.

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