Setting Up QuickBooks Integration
Connect CrewBrix to QuickBooks Online so invoices, payments, customers, and expenses sync automatically — no double entry.
4 min read
Why Connect QuickBooks?
Connecting CrewBrix to QuickBooks Online eliminates double data entry. When you create an invoice in CrewBrix, it appears in QuickBooks automatically. When a payment is recorded, QuickBooks is updated. Your bookkeeper works from QuickBooks as usual; your field team uses CrewBrix — and the two stay in sync without anyone doing manual exports or imports.
What Syncs
| CrewBrix → QuickBooks | Notes |
|---|---|
| Customers | New customers created in CrewBrix appear in QB as Customers |
| Invoices | Invoices sync as QB Invoices with the same line items |
| Payments | Payments recorded in CrewBrix sync as QB Payments |
| Expenses | Expenses sync as QB Bills or Expenses (configurable) |
| Credit memos | Refunds and adjustments sync automatically |
QuickBooks → CrewBrix: Customer updates made in QuickBooks sync back to CrewBrix.
Connecting QuickBooks
- Go to Settings → Integrations → QuickBooks.
- Tap Connect to QuickBooks Online.
- You're redirected to Intuit's login screen — sign in with your QuickBooks Online credentials.
- Authorise CrewBrix to access your QuickBooks account.
- You're returned to CrewBrix. The connection is confirmed.
Initial Data Mapping
After connecting, CrewBrix walks you through a one-time mapping step:
- Chart of accounts mapping — which QB income account should CrewBrix revenue post to? (e.g. "Services Revenue").
- Expense accounts — map CrewBrix expense categories to your QB expense accounts.
- Tax rates — confirm which QB tax rates to apply to CrewBrix invoices.
Take your time with this step — misconfigured mappings require manual corrections later.
Sync Frequency
By default, CrewBrix syncs to QuickBooks every 15 minutes. You can trigger a manual sync at any time in Settings → Integrations → QuickBooks → Sync Now.
Handling Sync Errors
If a sync fails (e.g. a QB account was deleted), a red badge appears on Settings → Integrations. Tap it to see the error log with a plain-English description and a suggested fix.
Common errors:
- "Income account not found" — the mapped QB account was renamed or deleted. Re-map it.
- "Duplicate customer" — a customer exists in QB with the same name. Merge the records or rename one.
Disconnecting
To disconnect: Settings → Integrations → QuickBooks → Disconnect. Data already synced remains in QuickBooks. Future CrewBrix activity will no longer sync until reconnected.
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