Our QuickBooks integration connects your Programa account to Quickbooks, so there's nothing left to do in QuickBooks besides reconciling your payments.
Before you begin...
Programa's invoicing tool is built on Stripe's payment infrastructure, so in order to use it, you'll need to set up a Stripe account.
Check out our guide on Getting Started with Invoices for instructions.
Connecting your Quickbooks account to Programa
Before connecting your Quickbooks account, we recommend you delete All Obsolete Tax Rates in Quickbooks so these are cleared and will not impact your tax rates on Programa.
Navigate to your Studio's Settings > Integrations > Quickbooks
Click 'Connect', and enter your QuickBooks login details to access your QuickBooks account.
After logging into QuickBooks, choose your company from the dropdown.
If you have more than one, make sure to select the one linked to your Programa projects. Then, click Next.
On the Next page, click Connect to complete the integration.
That’s it! You’ll be redirected back to Programa, and your QuickBooks tile will show you’re connected.
Configuring your QuickBooks Settings
Once you're connected, QuickBooks will create default income and expense accounts with a ‘Programa’ label. Any products or services you add to Programa invoices will link to these accounts.
If you prefer to use other accounts you've already set up in QuickBooks, you can change them on this page in Programa:
Click on the Settings button on your QuickBooks integration tile.
Select the relevant accounts from the dropdown fields.
Hit Save.
Importing your tax rates from QuickBooks
❗ Note: To connect your Invoices to Quickbooks, you will need to ensure you have set up your tax rates/codes within your Quickbooks account first. Here's a handy guide on Quickbooks to help you.
Once you're connected, you can import your QuickBooks tax rates in just a few clicks.
Navigate to your Settings > Tax
Click + Add Tax rate, and select ‘Sync’
All available tax rates from your QuickBooks account will appear in an instant with a QuickBooks icon, so you can differentiate these against those you've set up in Programa:
Connecting Invoices to QuickBooks
After integrating to QuickBooks, creating a new invoice in Programa will allow you to sync your products and services with the relevant accounts in QuickBooks.
❗ Note: QuickBooks has a specific set of accepted characters for product descriptions, which should be made note of to ensure successful syncing.
When creating a new Invoice, select your Quickbooks income account for each product line by clicking the 'Income Account' dropdown field.
Note: The income accounts configured in your QuickBooks settings (see steps above) will be selected by default in your Studio’s Settings.
❗ Tax Settings Note: Due to QuickBooks constraints, any account registered in the US will need to ensure tax is applied as exclusive in your invoices as inclusive tax rates are not supported. Learn more about setting up your tax preferences here.
Viewing your Invoices in QuickBooks
When logged into your QuickBooks account, head to 'Sales & Get Paid' from the left-hand navigation menu, and select 'Invoices'.
Then, you’ll see a list of all invoices:
If you’d like to review a specific invoice, click the View/Edit button next to it.
💡 You'll notice that both the 'Product/service' and 'Description' fields both populate the same information - this information is generated from the 'Description' field on your Programa invoice. Learn more about how the syncing process works here.
Income accounts associated with products or services
To view the income account associated with the products in your invoices, head to 'Sales & Get Paid' from the left-hand navigation menu, and select 'Products & services'.
By heading to the 'Action' field, you can select 'Edit' to open the Product/Service Information, and view or change the Income account via the dropdown field provided.
Looking for more information? Check out our guides on How Programa Syncs with QuickBooks guide or QuickBooks FAQs.
You can also access our Invoices & Payments collection, or reach out to our friendly support team on the live chat below.