Thank you for participating in the new QuickBooks Online Integration Beta Program! You're getting early access to the rebuilt QBO experience we've been building inside LMN, and your feedback will directly shape how we release it to everyone else.
In this article:
Customer Support
Our Support team is here throughout the Beta Program. If you need help or hit an issue, reach out and mention you're in the QuickBooks Online Beta Program.
Telephone: | 888-347-9864 |
Live Chat: | In LMN → Help & Resources → Support Chat |
When you contact us about a sync issue, have these ready:
the invoice number,
the customer name
the error text from the Accounting page
💡 That gets us to an answer much faster.
We want your feedback, so send along any questions, concerns, or features you love.
Want to opt out, or need 1:1 Zoom time with our Product team to walk through questions or feedback? Just let Support know and we'll set it up.
Feature Overview
A rebuilt QuickBooks Online integration, owned inside LMN. Connection, setup, mapping, sync status, and retries live in LMN Pro, customers no longer need a separate sync app to finish accounting work.
Lightning-fast, guided onboarding. New QBO users complete the minimum setup (default accounts, customer import, and tax / class / cost-code mapping) before they land on the Accounting page. They can leave and resume without restarting.
Smart defaults, less accounting jargon. Default A/R and deposit accounts auto-select when only one option exists. Tax and cost codes pre-map when names are a fuzzy match. If QuickBooks uses a different name, or more than one item could fit, the customer chooses.
Invoice and payment sync first. Our MVP focuses on one-way LMN → QBO sync for invoices, payments– the entities that matter most for folks sending invoices in LMN. Timesheets, vendor bills, and estimates are excluded.
Before You Start
This article is for invited beta accounts using QuickBooks Online.
QuickBooks Online only. QuickBooks Desktop is not included in this beta.
One QuickBooks company per LMN account. If your Intuit login has more than one company, pick the company for this LMN account when you connect. We cannot sync one LMN account to multiple QuickBooks companies.
Invoices, payments. Estimates, timesheets, and vendor bills cannot sync in this beta.
One-way and create-only. LMN creates the record in QuickBooks. Edits you make in LMN after a sync do not update QuickBooks, and edits in QuickBooks do not come back to LMN.
Sync is manual in this beta. Invoices do not send to QuickBooks automatically.
Processing fees do sync. With LMN Pay, any invoice that has been paid with a Processing Fee will sync over to QuickBooks Online when you sync over that paid invoice. We accomplish this by creating a Processing Fee Cost Code to link to a Service item in QB. If an invoice has been synced over before it has been paid with a Processing Fee, you will need to update the invoice in QBO by adding a Line item called Processing Fees and the Fee amount to bring up the invoice total before syncing the payment over from LMN. Automated updates are coming in Phase II
Class mapping appears only if you use classes in QuickBooks (Plus or Advanced). If you don't use classes, you won't see that step.
We recommend Custom transaction numbers On in QuickBooks. That lets LMN send your LMN invoice number so both systems show the same number. See more in the section below
Connect & Complete QBO Sync Setup
Anyone with Accounting permissions in LMN can connect, complete setup, and manage the integration. That's the same access that opens the QuickBooks tab today, there is no new permission to assign.
In LMN, open the new Accounting tab (you may still see this labeled QuickBooks).
Click Connect to QuickBooks Online
Sign in to Intuit and allow LMN to access your QuickBooks Online company. Allow pop-ups if your browser blocks the Intuit window. Be sure to connect the company you use for this business.
Complete QuickBooks Setup. You can leave and come back, the setup resumes where you left off.
Select Account defaults. Confirm the A/R Quickbooks account for invoices and the deposit account for payments. If only one option exists, LMN selects it for you.
⚠️ Multiple A/R accounts are not supported at this time.
Tax | LMN Tax codes will need to be linked to your QBO tax codes prior to syncing invoices. |
Service items and cost codes | Cost codes give you more granular revenue tracking, expense tracking and job costing in LMN. During onboarding, map your existing LMN cost codes to QuickBooks service items. You can also select QuickBooks service items to import, those come into LMN as new cost codes |
Customers | Import your active QuickBooks customers. LMN matches existing QuickBooks customers when it can; otherwise a new customer may be created. Review your matches so you don't create duplicates. Sub-customers in QuickBooks are imported as Jobsites in LMN. |
Classes | Classes add another layer of revenue and expense tracking in QuickBooks. If classes are enabled on your QuickBooks account, we'll ask you to map your LMN cost codes to QuickBooks classes during setup. |
Invoice Numbers | 💡We recommend turning Custom transaction numbers On in QuickBooks, and creating your invoices in LMN.
|
Invoice in LMN, then sync | Creating invoices on the same number sequence in both systems is the usual cause of duplicate-number errors. |
To turn it on in QuickBooks Online: Settings (gear icon) → Account and settings → Sales → Sales form content → Custom transaction numbers → On → Save.
⚠️ Once the setup is complete, the Accounting page will open. Until setup is finished, syncing isn’t available from the Account tab.
Setup complete ✅
How to Update Accounting Settings
In LMN, open the settings panel on the Accounting page to update your account defaults, mappings, and connection. You don't need to repeat onboarding to make those changes.
Reconnecting to QBO
If your QuickBooks connection expires, open Accounting > Settings and reconnect. You'll sign in to Intuit again.
If you connected the wrong QuickBooks company, disconnect, then connect the correct company and complete setup again.
Disconnecting stops new syncs on this path. It does not delete invoices already created in QuickBooks.
Syncing Invoices to QBO
Before you start, make sure the invoice is sent or marked sent in LMN. Pending invoices and $0 invoices will not sync.
Option 1: Syncing from Invoice List
Open your Invoice List from the Invoices page.
Select which Approved invoices need to be synced. Click on Update Invoices, then click Sync to QuickBooks.
Option 2: Sync invoices directly from the Job
Go to Job > Open Invoice. Click on More, then click on Sync to QuickBooks
The QB status on the Invoice in LMN will show as “Syncing” while it processes.
Once the invoice successfully syncs, the QB status will change to Synced. If it fails, the status will say Sync Error
On the Invoice List, there will be a green checkmark in the QB Status column for a successful Synced invoice, and an X for a Sync Error
Once the Status changes to Synced, the invoice will be visible in QuickBooks Online.
If the status says Sync Error, go to the Accounting tab to correct any errors
From the Invoice List, you will be able to filter invoices by QB Status (Unsynced, Syncing, Synced, Error)
Syncing Payments to QBO
Once the invoice has been synced successfully to QuickBooks, any payments made against those invoices can then be synced to QuickBooks Online
Open the Payments page
Find the payment you want to Sync to Quickbooks and toggle it. Click Update Status, then click Sync to QuickBooks
While the Payment(s) sync, you will see an orange clock under the QB Column status
Once successfully synced, there will be a green checkmark under the QB Status column. If the sync fails, there will be a red X indicating a Sync Error
In QuickBooks Online, the payment will mark the invoice as Paid.
💡 If you are syncing an overpayment, the remaining funds will appear as a Credit Memo in QuickBooks
Syncing ACH Online Payments
When an ACH Payment is captured in LMN through LMN Pay Powered by Stripe, it will show the Type as a Pending Payment.
You are able to sync a Pending ACH payment to QuickBooks Online (ACH payments can take 2-5 days for the status to change to Success in LMN)
Once the ACH Payment settles, the Type will switch to Payment, and the Status will show Success
If an ACH Payment rejects (example bad account, insufficient funds) you will receive a notification via email that an ACH Reject has occurred.
In LMN, the Status will switch to Failed and the Type will change to Credit. The Invoice balance will be restored for you to resend to your customer for payment. You will need to go into QuickBooks Online and delete any ACH payments that have been Rejected to restore the invoice balance there as well.
Sync Confirmation
On the Accounting page, confirm the item shows as Synced.
On the Invoice or Payment list in LMN, check the QuickBooks Status. If successful, the status will change to “Synced”
In QuickBooks Online, open the customer and confirm the invoice or payment is there.
Syncing can take up to 30 seconds to complete
What can sync
Sent invoices (not drafts) which are invoices with positive or negative amounts
Payments recorded in LMN, including ACH payments still marked Pending
A payment on an invoice, once that invoice is in QuickBooks. Any overpaid amount is left as a credit on that customer or sub-customer.
A payment with no invoice, which syncs as an unapplied payment on the customer in QuickBooks (unapplied payments do not sync to sub-customers)
Not Supported in this Beta
Failed payments
Syncing payments applied across multiple sub-customers – they will always sync to the parent Customer.
Payment refunds or voids
Chargebacks/Disputes
Estimates, timesheets, and vendor bills
Edits to something you already synced
$0 invoices
QuickBooks Desktop records
Note: If a payment is applied to an invoice that hasn't synced yet, sync the invoice first. If that invoice is blocked, the payment stays blocked too.
Troubleshooting Errors
Open the Accounting page and select the failed item. You'll see which invoice or customer it was, and why it failed.
If it's a linking issue (customer, jobsite, tax, class, or cost code), open the error, make the change, and retry.
💡 If you click on the link in the error, it will bring you to the invoice or payment in question to correct.
If it's a duplicate invoice number, change the LMN invoice number so it's unique in QuickBooks, then retry.
If the error says to retry, click Retry Sync.
If a payment fails because the related invoice is missing in QuickBooks, fix and sync the invoice first, then retry the payment.
What you can fix from the Accounting page:
Missing data or broken links: customer, jobsite, cost code, tax, or class. You can also create a missing QuickBooks customer or jobsite right from the error.
What to fix in LMN, then retry
Invoice data problems: no line items, a $0 invoice, a missing date, or a duplicate invoice number. For a full list of Error Logs to troubleshoot, click HERE
What to fix in QuickBooks, or reconnect
A closed accounting period, an inactive QuickBooks record, or an expired connection.
⚠️ If it's already in QuickBooks, cancel the sync — don't retry. And an ACH payment that later bounced is not an error on this screen; use your reject email and adjust the payment in QuickBooks.
Resyncing Updated Invoices
If any edits or changes are made to the LMN invoice after it has been Synced to QuickBooks Online, you will need to delete that invoice from QuickBooks and Resync the updated version.
To Resync, open an invoice in LMN. Click on More, then click on Resync to QuickBooks
FAQs
Does this work with QuickBooks Desktop?
No. This beta is QuickBooks Online only.
Can I connect more than one QuickBooks company to the same LMN account?
No. Each LMN account connects to one QuickBooks company. If your Intuit login has several companies, pick the right one when you connect. To switch companies, disconnect first, then connect the other company and complete setup again.
Will my invoices sync automatically?
No. In this beta you sync invoices and payments manually– automatic sync is coming in Phase II.
If I change an invoice in LMN after it synced, does QuickBooks update?
No. This beta creates the record once. Finish the invoice in LMN before you sync it. If a change is made to the LMN invoice after it is synced to QB, we advise you to delete the invoice in QB and resync from LMN.
If I change something in QuickBooks, does it come back to LMN?
No. The customer, tax, and class import during setup is a one-time pull so you can map. It is not a live two-way sync.
What QuickBooks plan do I need?
Any QuickBooks Online plan can connect. Class mapping requires Plus or Advanced.
Do processing fees sync?
The processing fee line item will only sync to QuickBooks if the payment is already captured on the LMN invoice before you sync and the invoice total updated (current behavior in LMN).
Will my LMN invoice number show up in QuickBooks?
Yes-if Custom Transaction numbers are turned On in QuickBooks. LMN cannot change that setting — Accounting settings only shows whether it is On or Off. If it's Off, QuickBooks assigns its own number and the two will not match.
Should I turn Custom transaction numbers on?
Yes, if you create and send invoices from LMN. That's how your LMN number becomes the QuickBooks number. Turn it on in QuickBooks, then set your next LMN invoice number above the highest number already in QuickBooks.
Leave it Off only if you regularly create invoices in QuickBooks as well, or you have a long QuickBooks sequence you don't want LMN numbers to use. If you leave it Off, the numbers will not match. If left Off, the LMN invoice number will still appear in QuickBooks but in the “Message on Statement” box on the invoice.
QuickBooks says the invoice number already exists. What should I do?
Change the LMN invoice number to one that isn't already in QuickBooks, then retry the sync. Finish the invoice in LMN before you sync, and avoid creating the same number sequence in both systems.
Can I create invoices in both LMN and QuickBooks?
You can, but we don't recommend it on the same number sequence. Two systems assigning the same numbers is what causes duplicate errors. Create and send in LMN, then sync to QuickBooks.
When should I bill a job to a QuickBooks customer, and when to a sub-customer?
A QuickBooks customer is the client. A sub-customer is a job under that client. The choice is saved on the LMN job, and later invoices for that job go the same way.
What status does an invoice or payment need before it can sync?
Invoices must be approved, and $0 invoices do not sync.
Payments can sync once they are recorded in LMN, including ACH still marked Pending. Card payments are usually paid right away. If the payment is applied to an invoice, that invoice must already be in QuickBooks.
Can I sync a payment that still says Pending?
Yes. ACH payments can sync while they're still Pending — you do not need to wait until the status is Success. If the payment is on an invoice, sync that invoice first.
If the ACH payment later fails, QuickBooks is not updated in this beta. Use your reject email and adjust the payment in QuickBooks.
Can I sync a deposit, or a payment that isn't tied to an invoice?
Yes. If the LMN payment has no invoice attached, it syncs to QuickBooks as an unapplied payment on the customer.
Full deposit accounting i.e. posting to a liability account and transferring to revenue when the work is billed, is not part of this beta.
⚠️ Warning: A payment in LMN without an invoice can only be found in your Payments List as it cannot be tied to a job. See the Sync Error Guide article for more information.
Am I being moved off my current QuickBooks sync?
No. The new experience is turned on per account for invited beta participants. If your account isn't in the beta, your existing sync stays exactly as it is.
How can I troubleshoot errors in the new Accounting Sync?
You can find a full list of guidelines for troubleshooting errors here
How can I opt-out of the beta?
If the new QuickBooks integration has been turned on and you’d like it turned off, please contact Granum support via chat or email at lmn-support@granum.com.