Navigate to the Integration Settings
Open your ****ProLine app.
Tap the hamburger menu (☰) in the top-left corner.
Scroll down and select Integrations.
Click on Quickbooks to access the integration setup screen.
IMPORTANT: ProLine only integrates with QuickBooks Online.
Step 1: Configuration Integration
Create/Update QuickBooks Customers for Project Main Contacts
To use the QuickBooks integration, you must first check the box to allow ProLine to create customers in QuickBooks. This is essential for syncing customer data between platforms.
Customer display names will be formatted as "ProLine Display Name - C#CONTACTNUMBER" ex. "John Doe - C#1001"
Create/Update QuickBooks Jobs (Sub-Customers) for Projects
Enable the creation of QuickBooks job sub-customers for each ProLine project. This groups multiple projects under one contact in QuickBooks, keeping financials for repeat customers organized.
We highly recommend enabling this if you regularly handle multiple projects per contact or contacts that often come back for repeat business.
NOTE: Once a sub-customer syncs to Quickbooks, this can be converted to a Quickbooks “Project” and ProLine will sync updates to that project as well.
If your business only works on one project per customer, disabling sub-customers may be an option.
Job display names will be formatted as "ProLine Display Name - P#PROJECTNUMBER" ex. "John Doe's Project - P#1001"
Create Customers for Projects With These Statuses (All Others Will Be Ignored)
Decide at what project status ProLine should create or update records in QuickBooks.
You can choose any status; however, syncing too early may clutter QuickBooks with unused data, especially if projects don't materialize.
Recommended: Use the “Won” status, which triggers sync when a project is moved to a winning stage.
Step 2: Connect QuickBooks
Before making further selections, you must connect your QuickBooks account.
Once connected, additional drop-downs for the following sections will populate with data pulled from your QuickBooks account.
Step 3: Invoices & Payments
Transaction Account
Select the account payments are deposited into (used For Charge Backs, ACH Returns, Refunds, and Merchant Fees)
These are going to be the accounts listed within your personal QuickBooks account, if unsure what type of account it is, go into your QuickBooks account to double check before selecting.
Transaction Tax Code
A tax code must be associated with all transactions, select your default tax code in this section.
This is where you decide if you want to pass tax from ProLine to QuickBooks or not. This depends on your business preferences.
Note: If you're in the USA you can select TAX or NON, if you select TAX this will use the default tax you have set up in your QuickBooks*, please also remember to add this sales tax into your ProLine account so the numbers match. If you are outside the USA this will give you a list of the available tax codes from your QBO account to select.*
Merchant Fee Category
Select Merchant Fee Account (Must be an "Expense" or "Cost of Goods Sold" Account Type).
This only applies if using ProLine’s payment processing.
Default Service Category
Set the default QuickBooks service item to be automatically assigned to invoices.
This serves as a fallback for invoices with no service line items. This list references what you have in your QuickBooks service list; keep in mind this could differ from what you have in your ProLine settings.
Send ProLine Files
If Yes, ProLine will send the PDF or image of the quote, invoice, payment, or expense from ProLine to Quickbooks.
Select Yes or No based on your preference.
Sync Invoices & Payments
ProLine will create or update a Quickbooks Invoice when it is sent from ProLine.
Payments will be created in QuickBooks once they are processed fully in ProLine.
ACH Returns, chargebacks, and refunds will all be sent to Quickbooks as Refunds.
Recommended to have this option selected if you're using ProLine’s payment system.
Use ProLine Invoice Number
If selected ProLine will create the invoice within your QuickBooks with the invoice number from the ProLine invoice, with "PL-INV-" before it.
If this isn't selected, QuickBooks will use its internal Invoice numbering.
Step 4: Bills & Expenses
Cost line items from the project budget tab can be sent to QuickBooks as either an Expense or a Bill.
Configure Templates
You can configure the settings for each cost category which will then pre populate for you before sending to QuickBooks.
To do this:
Go to hamburger menu (☰)
Navigate to the Company Settings
Go to the the Price List tab
Select the Cost Categories section and click the QuickBooks icon on the one you would like to manage.
How to Send To QuickBooks
From the Budget tab of a project, you can either create a new cost line item or click the QuickBooks icon on an existing one to send it to QBO.
Once you’ve chosen the cost line item you want to send, follow these steps:
Click the QBO icon next to the cost line item.
In the pop-up, enter:
Name
Cost amount
Type
Due date
Click Next.
Choose how to send the item to QBO:
Bill – Payable to a vendor
Expense – Already paid item
Select the vendor from your QBO vendor list.
Choose the expense category in QBO.
Set the billable status of the cost.
Add or edit the bill description if needed.
Click Send to QBO.
Once it's sent to QuickBooks you will see the green QuickBooks icon and can click it to see the reference number.
Step 5: Services
You’ll need to map ProLine services to existing QuickBooks services. This mapping ensures that your invoicing and reporting stay accurate across both systems.
Example: Match “Roof Replacement” in ProLine to “Roof Replacement” in QuickBooks.
If a match doesn’t exist, create a new service category in QuickBooks.
Step 6: Enable Integration
Once all steps are configured, click Enable Integration. This activates the sync between ProLine and QuickBooks.
Contact Support
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.