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Connecting QuickBooks: New Urable Account + New QuickBooks Account

This guide explains how to connect Urable to QuickBooks Online when both accounts are brand new. In this scenario, you will connect the integration first, then create your services in Urable and link them to QuickBooks.

Step 1 — Connect QuickBooks

Open Integrations from the Urable side menu

  1. Scroll to the QuickBooks section

  2. Click CONNECT

  3. Wait for the page to load (do not click CONNECT multiple times)

  4. Log in to QuickBooks if prompted

  5. If multiple QuickBooks businesses appear, choose the correct one

  6. Click the green Connect button

Once connected, Urable will begin the integration setup process.

Step 2 — Answer the Setup Questions

During setup, you will be asked three questions.

1. Select a Default Sales Tax Code

Choose the tax code that should be applied to taxable products/services when invoices are created in QuickBooks.

If your QuickBooks account is brand new or if you never set up tax codes, you may only see None as an option.

That is okay and can be selected during this step.

2. Should payments made in Urable sync to QuickBooks?

Choose Yes if:

  • You accept payments inside Urable

  • You don't have any other payment processors integrated with QuickBooks

  • You want invoices in QuickBooks to automatically close when payments are recorded

Choose No if:

  • Stripe or Square already sends payments directly into QuickBooks and you'd like to keep it that way

  • You process payments through QuickBooks Payments and you'd like to keep it that way

This prevents duplicate payments from appearing.

This setting can always be changed later.

3. Import customers or products/services from QuickBooks?

Since QuickBooks is new, you should:

  • Leave both options unchecked

  • Click NONE

Your data will come from Urable instead.

Step 3 — Configure Integration Preferences

After setup, return to:

Integrations → QuickBooks → Preferences

You will see several settings.

Sync Jobs / Orders to QuickBooks

This should usually remain ON.
This is what sends invoices from Urable to QuickBooks.

Sync Payments to QuickBooks

This reflects the choice you made during setup and can be changed anytime.

Use Urable Job Numbers as QuickBooks Invoice Numbers

This setting is OFF by default.

You may turn it on if you want the invoice numbers in QuickBooks to match the job numbers in Urable.

Example:

Job #10 in Urable → Invoice #10 in QuickBooks

If You Use Orders in Urable

QuickBooks does not differentiate between jobs and orders — both become invoices.

To avoid duplicate invoice numbers:

  1. Go to Preferences → Order → Number ID

  2. Set this to a much higher number (for example 500000)

Step 4 — Configure Fees and Tips (If Payment Syncing Is Enabled)

If payment syncing is turned on, you will see four dropdown fields:

  1. Default tax code

  2. Item representing Fees in QuickBooks

  3. Item representing Tips in QuickBooks

  4. Default QuickBooks account for payments

QuickBooks handles fees and tips differently than Urable, so these must be mapped to services in QuickBooks.

Since your QuickBooks account is new

Create two non-taxable services in QuickBooks:

  • Fees

  • Tips

Then:

  1. Return to Urable

  2. Refresh the page

  3. Select those services in the dropdown menus

This allows Urable to automatically update QuickBooks invoices when fees or tips are added.

What this does

Example:

If a job is $100 but a customer pays $120 because they leave a $20 tip:

Without the Tips mapping:

QuickBooks sees a $120 payment against a $100 invoice and may create a $20 credit.

With the Tips mapping:

Urable adds a $20 Tips line item to the invoice so the totals match correctly.

Default Account for Payments

Choose the QuickBooks account where synced payments should be recorded.

Common choices include:

  • a connected bank account

  • Undeposited Funds

If payment syncing is disabled, you will only see:

  • tax code

  • payment account

Step 5 — Create and Connect Products/Services

Since both systems are new, you will build your services in Urable.

For each service:

  1. Go to Products/Services

  2. Click ADD

  3. Select Product/Service

  4. Enter required information

  5. Click ADDITIONAL OPTIONS

  6. Scroll to the QuickBooks section

  7. Select an Income Account

Typical options include:

  • Sales

  • Services

For eGift Cards, choose a Liability Account.

Save your changes.

Then:

  1. Within the same product/service

  2. Go to the Metadata tab

  3. Click ADD TO QBO

A QuickBooks ID will appear once it is connected.

Repeat this process for each service.

How to Confirm Everything Is Connected

  1. Click Export on the Products/Services page

  2. Open the exported spreadsheet

  3. Check the QuickBooks ID column

If any rows are blank, that product/service has not yet been connected.

Step 6 — Start Using the Integration

Once connected:

  • Jobs created in Urable moving forward generate invoices in QuickBooks

  • Payments recorded in Urable moving forward can sync to QuickBooks

  • Updates made in Urable will update QuickBooks

Important: How the Integration Works

The integration is one-way:

Urable → QuickBooks

This means:

  • Changes should always be made in Urable

  • Updates will automatically sync to QuickBooks

Editing jobs, invoices, customers, or products/services directly in QuickBooks may cause syncing issues.

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