This guide shows you how to connect your QuickBooks account to Programa so your invoicing data syncs automatically, eliminating duplicate entry work.
Before you begin: Programa's invoicing tool runs on Stripe's payment infrastructure. You'll need to set up a Stripe account first. See our How to set up invoicing guide for instructions.
Connecting Your QuickBooks Account
We recommend deleting all obsolete tax rates in QuickBooks before connecting to ensure clean tax rate syncing.
Navigate to Settings > Integrations > QuickBooks
Click Connect and enter your QuickBooks login credentials
Select your company from the dropdown (choose the one linked to your Programa projects if you have multiple)
Click Next
Click Connect to complete the integration
You'll be redirected back to Programa, and your QuickBooks tile will display as connected.
Configuring Your QuickBooks Settings
Once connected, QuickBooks automatically creates default income and expense accounts labeled 'Programa'. All products or services you add to Programa invoices will link to these accounts by default.
To use different accounts you've already set up in QuickBooks:
Click Settings on your QuickBooks integration tile
Select your preferred accounts from the dropdown fields
Click Save
Importing Tax Rates from QuickBooks
Important: Set up your tax rates/codes in QuickBooks before connecting invoices. See QuickBooks' tax rate guide for help.
Navigate to Settings > Tax
Click + Add Tax rate
Select Sync
Your QuickBooks tax rates will appear instantly with a QuickBooks icon to distinguish them from Programa-created rates.
Connecting Invoices to QuickBooks
When creating a new invoice in Programa, you'll need to assign each product line to a QuickBooks income account.
Create a new invoice in Programa
For each product line, click the Income Account dropdown
Select the appropriate QuickBooks income account
Note: The income accounts configured in your QuickBooks settings will be selected by default.
US accounts only: Due to QuickBooks constraints, US-registered accounts must apply tax as exclusive—inclusive tax rates are not supported. Learn more in our tax preferences guide.
Character requirements: QuickBooks requires specific characters for product descriptions. Ensure your descriptions meet these requirements for successful syncing.
Viewing Synced Invoices in QuickBooks
Log into QuickBooks
Click Sales & Get Paid from the left navigation menu
Select Invoices
Click View/Edit next to any invoice to review details
Note: Both the 'Product/service' and 'Description' fields display the same information from your Programa invoice's 'Description' field. Learn more in our How Programa Syncs with QuickBooks guide.
To view income accounts associated with invoice products:
In QuickBooks, go to Sales & Get Paid > Products & services
Click Edit in the Action field for any product
View or change the Income account via the dropdown
Need more help with your QuickBooks integration? Contact our support team via live chat for personalized assistance.