QuickBooks Connection Setup

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Overview

• Syncing invoices from Flexprice to QuickBooks
• Creating customers in QuickBooks automatically
• Creating items (products/services) for invoice line items
• Inbound Payment sync

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Understanding Sync Configuration

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Invoice Sync (Outbound Only)

• Outbound: true - Sync invoices from Flexprice to QuickBooks
• Inbound: Always false - QuickBooks invoices are NOT imported to Flexprice

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Payment Sync (Inbound Only)

• Inbound: true - Receive payment notifications from QuickBooks webhooks
• Outbound: Always false - Payments are NOT sent from Flexprice to QuickBooks

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Prerequisites

1. Intuit Developer Account - Create an app at developer.intuit.com
2. OAuth 2.0 Credentials - Client ID and Client Secret from your app
3. Income Account in QuickBooks - At least one active Income account (for creating items)

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Step 1: Create a QuickBooks App

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Create App in Intuit Developer Portal

1. Go to Intuit Developer Portal
2. Click Create an app
3. Select QuickBooks Online and Payments
4. Fill in app details:
   • App Name: “Flexprice Connection” (or your preferred name) following the naming quickbooks’ naming conventions. Go to View naming guidelines
5. Define the authorization scope of your app
   • You will be provided with two options (you can select either or both as per your requirements):
     • com.intuit.quickbooks.accounting
     • com.intuit.quickbooks.payment
6. Click Create app

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Configure OAuth Settings

1. In your app dashboard, go to Settings
2. Configure redirect URIs:
   • Add flexprice resource https://admin.flexprice.io/tools/integrations/oauth/callback as one of your redirect uri
3. Go to Keys & Credentials and copy your credentials:
   • Client ID
   • Client Secret

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Step 2: Configure Webhook (Optional but Recommended)

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Webhook URL Format

https://api.cloud.flexprice.io/v1/webhooks/quickbooks/{tenant_id}/{environment_id}

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Setting Up Webhooks

1. Go to Intuit Developer Portal → Your App → Webhooks
2. Set up your webhook endpoint to receive live events.
   • Enter the webhook URL you were provided with from flexprice
3. Subscribe to these events:
   • Payment entity (Create)
4. Copy the Webhook Verifier Token
5. Click Save

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Step 3: Create QuickBooks Connection

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Using Flexprice Dashboard

1

Navigate to Integrations

Go to Settings → Integrations → QuickBooks

2

Enter Connection Details

Fill in the connection form:

• Connection Name: “QuickBooks Production” (or your preferred name)
• Client ID: From Intuit Developer Portal
• Client Secret: From Intuit Developer Portal
• Environment: Select “Production” or “Sandbox”
• Webhook Verifier Token: From webhook configuration (optional)
• Income Account ID: Provide any custom income account id that you may have created to track your revenue, by default it is set to 79 (used for creating items)

3

Configure Sync Settings

Enable sync options:

• Invoice Sync: Enable to automatically sync invoices to QuickBooks
• Payment Sync: Enable to sync payments from QuickBooks

4

Authorize with QuickBooks

Click Connect to QuickBooks to start OAuth flow:

1. You’ll be redirected to QuickBooks login
2. Sign in to your QuickBooks account
3. Select the company to connect
4. Authorize Flexprice to access your account
5. You’ll be redirected back to Flexprice

5

Verify Connection

After authorization, verify the connection is active and working

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Security Best Practices

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Credential Management

1. Environment Separation: Use sandbox for development, production for live data
2. Token Refresh: Access tokens expire after 1 hour - Flexprice automatically refreshes them
3. Access Control: Limit OAuth app permissions in QuickBooks
4. Encryption: All credentials are encrypted at rest in Flexprice

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Webhook Security

1. HTTPS Only: Always use HTTPS for webhook endpoints in production
2. Signature Verification: Configure webhook verifier token for signature validation
3. Idempotency: Flexprice handles duplicate webhook events automatically
4. Rate Limiting: Webhooks are rate-limited to prevent abuse

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OAuth Token Management

• Access tokens expire after 1 hour of inactivity
• Flexprice automatically refreshes tokens using refresh tokens
• No manual intervention required

• Refresh tokens expire after 100 days of inactivity
• If both tokens expire, you’ll need to re-authorize the connection

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Troubleshooting

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Common Issues

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Debug Steps

1. Check Intuit Developer Portal: Verify OAuth credentials and webhook configuration
2. Verify Realm ID: Ensure Realm ID matches your QuickBooks company
3. Test Income Account: Query QuickBooks to ensure Income Account exists and is active
4. Monitor Webhooks: Check webhook delivery logs in Intuit Developer Portal
5. Review Logs: Check Flexprice application logs for sync errors

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Income Account Configuration

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Finding Your Income Account ID

1. Go to QuickBooks → Chart of Accounts
2. Look for accounts with type Income
3. Click on an account to view details

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Setting Default Income Account

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Next Steps

1. Test Invoice Sync: Create a test invoice in Flexprice and verify it appears in QuickBooks
2. Verify Customer Creation: Ensure customers are automatically created when needed
3. Check Item Creation: Verify line items are creating service items in QuickBooks
4. Configure Webhooks: Set up payment webhooks for automated reconciliation
5. Monitor Sync Status: Check integration logs for any sync errors

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Related Documentation

• Item Sync - Learn how items are synced to QuickBooks
• Integration Workflow - Understand the complete sync workflow

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Additional Resources

• QuickBooks API Documentation
• OAuth 2.0 Guide
• Webhook Documentation