QuickBooks Online integration for architecture firms
ARK builds and sends the invoice; QuickBooks keeps the books. Connect your firm's QuickBooks Online company once: issued invoices and new clients go across, and payments come back.
What connects
- One QuickBooks Online company for the firm, connected through ARK's Intuit app from Admin → Integrations → QuickBooks Online.
- The connection page shows the company it is connected to, who connected it and when, the last payment check, and how many clients and invoices are linked.
- Only an Owner or Billing admin can connect or disconnect QuickBooks, or send and link invoices. People with Finance access see where each invoice stands in QuickBooks.
What ARK sends to QuickBooks
- Issued invoices, from the sync start date you choose. An issued invoice that is not in QuickBooks yet shows "Send to QuickBooks".
- New clients, as QuickBooks customers, and a client's changes when you save it. A client QuickBooks already knows under another name can be linked to that customer instead.
- Item mapping: you pick which QuickBooks product or service each phase, consultant and expense category bills to, so invoice lines land where your bookkeeper expects them.
- Voids: voiding an invoice in ARK voids it in QuickBooks too. If QuickBooks cannot void it, the invoice shows the reason and a "Retry" button.
What comes back from QuickBooks
- Payments, every hour on their own, or at once with "Check payments now". Each payment lands on its invoice in ARK.
- Customers you choose: "Import from QuickBooks" lists the customers no ARK client is linked to, to add as new clients or link to one you have.
- A payment QuickBooks no longer has is marked "Not in QuickBooks since" with the date, for you to check; it is never removed without you.
The pay button on your invoice emails
- Each invoice email carries one Pay button. Choose QuickBooks Payments, Stripe, or automatic (Stripe if it is connected, otherwise QuickBooks) under Financial Mgmt.
What does not sync
- QuickBooks customers are not imported on their own: you pick which to add or link.
- Invoices issued before your sync start date are not sent. Link each one to its QuickBooks invoice by number instead.
- Invoices made in QuickBooks are not copied into ARK, and time entries and timesheets stay in ARK: QuickBooks gets the invoice, not the hours.
- Nothing is deleted in QuickBooks, and removing a payment in ARK changes nothing there.