QuickBooks
Connecting QuickBooks lets SimplyLedger push journal entries to your accounting system and map its accounts, customers, and suppliers.
Connect before you post
Set QuickBooks up now, as part of standing your entity up, not after you have started posting.
Posting a transaction assigns it a category, and the account mapping you configure here is what decides which QuickBooks account that category lands in. Mapping first means entries push cleanly from the very first period. Mapping later means revisiting postings that have already been made.
Accounting entities only
QuickBooks is available in accounting entities, and is enabled per entity. If you cannot see it, an admin can switch it on under Settings → Features.
A portfolio entity has no posting or QuickBooks section at all, so skip this page and go straight to adding a wallet.
Connect
The app header shows the connection state as a small icon: an amber warning triangle when disconnected, a green check when connected. Hovering it gives the wording (QuickBooks Disconnected. Click to Connect.), and selecting the disconnected icon starts the QuickBooks authorisation flow.
You sign in to QuickBooks, approve access, and are returned to SimplyLedger. The header then reads QuickBooks Connected.
Who can connect
Connecting requires write access to the entity, so viewers and guests will not see the option. See roles and permissions.
Map your accounts
QuickBooks Accounts lists the accounts pulled from QuickBooks. Open one to see its details and the transactions against it.
Mapping is what makes posting meaningful: it decides which QuickBooks account a posted category lands in. Entries cannot be pushed correctly until the accounts they target exist and are mapped.
Work through this alongside your categories: every category you expect to post to needs an account on the QuickBooks side to land in.
Journal entries
Journal Entries shows what SimplyLedger has produced for QuickBooks.
Two entity settings change how this works, both under Settings → Features:
| Setting | Effect |
|---|---|
| Unposted journal entries | Surfaces entries that have not yet been pushed to QuickBooks, so you can review before they land. |
| Manual journal entry ID | Lets you set the journal entry identifier yourself rather than having it generated. |
Decide these now if you can. Both change how entries are produced from the point they are switched on, rather than retrospectively.
Bills, invoices, suppliers and customers
When enabled for the entity, SimplyLedger also works with QuickBooks Bills & Invoices, and caches Suppliers and Customers so postings can reference them.
The point of it is settlement: posting a transaction to your suspense account offers the open bills or invoices, and the one you pick is paid off in QuickBooks as part of posting. It needs both the bills and invoices setting and a suspense account, so bills and invoices covers the setup and the picker in full.
These are separate feature toggles. An entity can use QuickBooks journal entries without them.
Suspense matching
Suspense matching groups postings against the QuickBooks suspense PnL account, records difference postings, and lets you clear suspense from the Suspense Matches area. It is switched on per entity.
Switching it on is also what makes the Suspense account type available when adding an account, which bills and invoices depends on.
Use it when entries cannot be attributed cleanly at posting time and need resolving later, rather than blocking the period.
This is separate from hold matches, which pairs the two legs of a swap or bridge. Both are account types you import here; neither switches the other on.
If the connection drops
QuickBooks authorisation expires. When it does, the header returns to the disconnected state and entries stop being pushed. Reconnect from the same control; your mappings are kept.
Next
With the integration in place, add a wallet so there is activity to post.