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QuickBooks (sync & troubleshooting)

Business+

Overview

Once QuickBooks is connected, Setell keeps your books in step without double entry. You invoice a job in Setell, the invoice shows up in QuickBooks; the customer pays, the job marks itself paid. This page covers what moves which way, how to reconnect when access lapses, and what to do when something doesn't show up.

QuickBooks is a Business and Pro feature. Free accounts can connect after upgrading. Already connected? Skip to What syncs.

What syncs, and which way

  • Invoices go out (Setell → QuickBooks). When a job reaches Invoiced, Setell creates the matching invoice in QuickBooks. It matches the customer by name, and creates the customer if they're new.
  • Payments come back (QuickBooks → Setell). When that invoice is marked paid in QuickBooks, the job moves to Paid in Setell on its own. You don't mark it twice.
  • Your past invoices become pricing signal (QuickBooks → Setell). Setell reads your recent invoice history so your quotes start with real numbers instead of guesses. See docs/import/quickbooks-history.

Setell never edits or deletes anything already in your QuickBooks. It only adds an invoice when you invoice a job.

Reconnect when access lapses

QuickBooks access expires from time to time, or you might revoke it on Intuit's side. When that happens the QuickBooks card shows Reconnect required — token expired.

  1. Go to Settings → Connections, find the QuickBooks card.
  2. Click Reconnect.
  3. Approve access again on Intuit's screen. You land back in Setell and the card reads Connected to <your company>.

Your data is safe through all of this — only the connection lapsed.

What happens next

  • New invoices and payments sync again automatically.
  • If a sync was missed while access was down, it catches up once you're reconnected.
  • To stop syncing, click Disconnect on the same card. Existing data stays in QuickBooks; only new syncs stop.

Troubleshooting

  • An invoice didn't appear in QuickBooks. First check the job actually reached Invoiced in Setell — invoices only sync from that stage. Then confirm your plan is Business or Pro and the card reads Connected. If all three are true, the sync retries on its own; check again shortly.
  • A paid invoice didn't move the job to Paid. Setell hears about payments through QuickBooks. If the payment was just recorded, give it a minute. If it still doesn't move, reconnect — a lapsed connection means Setell isn't hearing the update.
  • Card says "Reconnect required — token expired." Click Reconnect and re-approve on Intuit. (See above.)
  • "Already connected to another account." That QuickBooks company is connected to a different Setell account. The owning account must Disconnect first.
  • Still stuck → docs/reference/troubleshooting.

FAQ

  • Does connecting change my existing QuickBooks data? No. Setell only adds invoices when you invoice a job, and reads past invoices for pricing. Nothing existing is edited or removed.
  • Will a new customer be created in QuickBooks? Yes — if the customer on the job isn't already in QuickBooks, Setell creates them when it makes the invoice.
  • Can I connect more than one company file? One QuickBooks company per Setell account.
  • Do I need to mark jobs paid by hand? No. A payment in QuickBooks moves the Setell job to Paid for you.
  • How far back does the pricing history go? Setell reads your recent invoice history. See docs/import/quickbooks-history for detail.

Related

  • docs/getting-started/connect-quickbooks · docs/import/quickbooks-history · docs/integrations/stripe · docs/quotes/pipeline · docs/account/plans

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