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Connecting QuickBooks: Existing Urable Account + Existing QuickBooks Account

This guide explains how to connect Urable to QuickBooks Online when both systems already contain data. Because customers and products/services may exist in both systems, this setup requires deciding which data set should be used moving forward.

Step 1 — Decide Which Products/Services List to Use

Before connecting, determine where your main products/services list should come from.

Option 1: Use the Urable Products/Services List (Most Common)

If your services are already configured in Urable:

Go into QuickBooks and inactivate existing products/services.

This does not affect historical invoices.

It simply clears the way for Urable to create the products/services in QuickBooks.

Option 2: Use the QuickBooks Products/Services List

If QuickBooks contains the correct services:

Delete the services in Urable before connecting.

Option 3: Combine Both Lists

If both lists are mostly unique, you may leave the Urable products/services in existence, import QuickBooks products/services, and combine them.

Step 2 — 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 and click Next

  6. Click the green Connect button

Once connected, Urable will begin the integration setup process.

Step 3 — 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?

When asked about imports:

  • Import Products/Services if you want to keep or combine QuickBooks product/services with Urable products/services

  • Import Customers only if you want QuickBooks customers added to Urable

Avoid importing customers if both systems already contain overlapping lists.

Do not leave or refresh the page during the import.

Step 4 — 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

Important Setup Step Before Turning This On

QuickBooks already has existing invoices, so we must prevent duplicate invoice numbers.

  1. In QuickBooks, start creating a new invoice

  2. Look at the invoice number

  3. Cancel the invoice without saving

  4. Add 1 or more to that number

  5. In Urable, go to Preferences → Job → Number ID

  6. Set the Job Number ID to that value

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 → Orders → Number ID

  2. Set the number to something much higher (for example 500000)

Step 5 — 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.

Selecting Fees and Tips Services

If your QuickBooks account already has services representing:

  • Fees

  • Tips

You can simply select them from the dropdown menus.

If they do not exist:

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 6 — Connect Remaining Urable Products/Services to QuickBooks

If you are keeping Urable products/services:

For each product/service:

  1. Go to Products/Services

  2. Open the category and click into the product/service

  3. Click the Edit icon

  4. Click ADDITIONAL OPTIONS

  5. Scroll to the QuickBooks section

  6. Select an Income Account

Common choices include:

  • Sales

  • Services

For eGift Cards, select a Liability Account instead.

Save your changes with the green check mark.

Next:

  1. Within the same product/service

  2. Click the Metadata tab

  3. Click ADD TO QBO

Once a number appears, the product/service has successfully connected to QuickBooks.

Repeat this for each product/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 7 — 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 services directly in QuickBooks may cause syncing issues.

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