Skip to content
BayTrack Maintenance
BayTrack MaintenanceBuilt by a diesel mechanic
(678) 439-0317DriverCustomerSign InGet Started
(678) 439-0317
HomePricingAboutEULA
DriverCustomerSign InGet Started

QuickBooks Integration

Export invoices and sync customers with QuickBooks Online for seamless accounting.

Overview

BayTrack integrates with QuickBooks Online to export invoices and sync customer data. This keeps your accounting up to date without manual double-entry.

  • One-click invoice export — Send issued invoices to QuickBooks
  • Customer sync — Link BayTrack customers to QuickBooks customers
  • Duplicate prevention — Idempotent exports won't create duplicates
  • Tax handling — Tax exports as a line item so totals match

ℹ️ Pro feature

QuickBooks integration requires the Pro plan ($79/month).

Connecting QuickBooks

Connect your QuickBooks Online account to start exporting invoices.

  1. 1

    Go to Integrations

    Navigate to Settings → Integrations.
  2. 2

    Find QuickBooks Online

    Locate the QuickBooks Online section. If you don't see it, ensure you're on the Pro plan.
  3. 3

    Click Connect QuickBooks

    Click the Connect QuickBooks button. You'll be redirected to Intuit's login page.
  4. 4

    Sign in to QuickBooks

    Sign in with your QuickBooks credentials. If you have multiple companies, select which one to connect.
  5. 5

    Authorize access

    Review the permissions BayTrack is requesting and click Connect.
  6. 6

    Return to BayTrack

    You'll be redirected back to BayTrack. The status will show "Connected" with your Company ID.

💡 Multiple companies

If you have multiple QuickBooks companies, make sure to select the correct one during authorization. You can disconnect and reconnect to switch companies.

Exporting Invoices

Once connected, you can export issued invoices to QuickBooks.

Export a single invoice

  1. 1

    Open the invoice

    Navigate to an issued invoice (status must be "Issued" or later).
  2. 2

    Click Export to QuickBooks

    In the invoice actions, click Export to QuickBooks.
  3. 3

    Confirm export

    The invoice is sent to QuickBooks. You'll see a success message with a link to view it in QuickBooks.

What gets exported

When you export an invoice, BayTrack sends:

  • Customer — Linked or created automatically in QuickBooks
  • Line items — Labor, parts, and fees as invoice lines
  • Tax — Exported as a "Sales Tax" line item
  • Invoice number — Your BayTrack invoice number
  • Dates — Invoice date and due date
  • Totals — Subtotal, tax, and grand total

Already exported?

If an invoice has already been exported, clicking "Export to QuickBooks" will show a message indicating it's already in QuickBooks. This prevents duplicate invoices.

⚠️ Invoice must be issued

Only issued invoices can be exported. Draft invoices cannot be sent to QuickBooks. Issue the invoice first, then export.

Customer Sync

BayTrack automatically handles customer matching when exporting invoices.

How customer sync works

  • When you export an invoice, BayTrack checks if the customer exists in QuickBooks
  • If found (by email or name match), the existing QuickBooks customer is used
  • If not found, a new customer is created in QuickBooks automatically
  • The link is saved so future invoices use the same QuickBooks customer

Manual customer linking

If you want to link a BayTrack customer to a specific QuickBooks customer before exporting:

  • Open the customer in BayTrack
  • Find the QuickBooks section
  • Search for and select the matching QuickBooks customer

This ensures the correct QuickBooks customer is used when you export invoices.

Tax Handling

Tax is exported to QuickBooks as a "Sales Tax" line item rather than using QuickBooks' built-in tax system. This ensures invoice totals match exactly between BayTrack and QuickBooks.

ℹ️ Why a line item?

QuickBooks' tax system requires specific tax codes and agency setup. By exporting tax as a line item, BayTrack ensures the invoice total matches regardless of your QuickBooks tax configuration. You can then apply your QuickBooks tax codes if needed.

Current Limitations

The QuickBooks integration has some limitations to be aware of:

  • One-way sync — Changes in QuickBooks don't sync back to BayTrack
  • Manual export — Each invoice must be exported individually
  • Issued invoices only — Draft invoices cannot be exported
  • No payment sync — Payments recorded in QuickBooks don't update BayTrack

For payment tracking, record payments in BayTrack when received. The invoice in QuickBooks can be marked as paid separately.

Disconnecting QuickBooks

If you need to disconnect your QuickBooks account:

  1. 1

    Go to Integrations

    Navigate to Settings → Integrations.
  2. 2

    Click Disconnect

    In the QuickBooks section, click Disconnect.
  3. 3

    Confirm

    Confirm the disconnection. Your BayTrack data and previously exported invoices are not affected.

After disconnecting, you can reconnect the same or a different QuickBooks company at any time.

Troubleshooting

Export failed

If an export fails:

  • Check that QuickBooks is still connected (Settings → Integrations)
  • Ensure the invoice is in "Issued" status
  • Try disconnecting and reconnecting QuickBooks
  • Check if the customer name has special characters that QuickBooks doesn't accept

Connection expired

QuickBooks connections can expire after extended periods of inactivity. If you see an error about expired tokens:

  • Go to Settings → Integrations
  • Click Disconnect on QuickBooks
  • Click Connect QuickBooks to re-authorize

Duplicate invoices

BayTrack tracks which invoices have been exported and prevents duplicates. If you see duplicates:

  • The invoice may have been created manually in QuickBooks
  • Delete the duplicate in QuickBooks (BayTrack won't re-export)

Need more help?

Contact support@baytrackapp.com for assistance with QuickBooks integration issues.