How to Connect Billdr with QuickBooks Online

This guide explains how to connect your Billdr account with QuickBooks Online (QBO) to keep your accounting in sync.

Written By Francois Jullien

Last updated 19 days ago

1. What the QuickBooks Integration Does

Connecting Billdr with QuickBooks Online allows you to:

  • Sync financial data between Billdr and QBO

  • Reduce double entry

  • Keep your accounting records up to date

Note: Billdr currently integrates only with QuickBooks Online.

2. Where to Connect QuickBooks

To connect QuickBooks:

  1. Open Settings

  2. Go to the App Integrations tab

  3. Select QuickBooks Online

  4. Click Connect

3. Connecting Your QuickBooks Account

When you click Connect:

  • You’ll be redirected to QuickBooks Online

  • Log in using your QuickBooks credentials

  • Authorize Billdr to access your QuickBooks account

Once authorized, the connection will be established automatically.

4. What Happens After Connection

After the integration is enabled:

  • Billdr can sync relevant financial data with QuickBooks

  • Your accounting workflow becomes simpler and more accurate

You don’t need to reconnect unless:

  • Access is revoked in QuickBooks

  • You change your QuickBooks account

5. Best Practices

  • Make sure you’re logged into the correct QuickBooks company before connecting

  • Connect QuickBooks after testing our software.

  • Connect QuickBooks before doing heavy accounting work in Billdr

  • Review synced data in QuickBooks regularly

  • After connecting, sync your customers from the Contacts page. Sync your professional contacts from the Contacts page. Sync your chart of accounts (cost codes) from the Template & Cost page.

6. Troubleshooting

If the connection doesn’t work:

  • Hover over the orange QuickBooks icon to view the error message.

  • The most common issue is a resource number already being taken. For example, invoice 001 already exists in QuickBooks, and you are trying to sync another invoice with the same number, which creates a conflict.

  • You may try to disconnect and reconnect QuickBooks from our settings page.

  • If your POs (Purchase Orders) do not sync, it usually means that you haven’t enabled Purchase Orders in your QuickBooks settings, or your QuickBooks plan does not support them. A minimum of the Plus plan is required.

7. FAQ

  • The QuickBooks integration is mostly a one-way sync, which means that changes made in QuickBooks will not be reflected in Billdr.

  • We only send pre-tax amounts. Taxes must be added to each document in QuickBooks after the sync.

  • While you can’t choose individual invoice numbers manually, you can select the invoice number you’d like to start with so it continues seamlessly from your previous invoices. From there, invoice numbers will automatically increment.

8. Synchronization Settings

Customers

What syncs:When you create a project in Billdr PRO:

  • If the client already exists in QuickBooks, the project is created as a sub-customer under that client’s Customer profile.

  • If the client doesn’t exist, Billdr first creates a Customer for the client, then creates the project as a sub-customer under it.

  • Client → Customer

  • Project → Sub-customer

When it happens: Immediately at project creation.

Important note: Deleting the customer created by Billdr in your QuickBooks account will cause synchronization issues. We recommend syncing your customers in Billdr PRO first to avoid duplicates, and selecting “Existing Customer” when creating a project afterwards.

Invoice and payments

What syncs:

  • Invoices created and sent in Billdr PRO → Invoices in QuickBooks.

  • Partial or full payments logged in Billdr PRO → Payments in QuickBooks.

  • Attached documents.

  • Invoices sync when submitted. Payments sync as soon as they are received.

Trigger

  • Invoices sync when submitted

  • Payments sync as soon as they are received

  • Credits sync when submitted

Rules:

  • Invoices: Once synced, they cannot be updated. If changes are needed, mark the invoice as voided in Billdr PRO (it will also be voided in QuickBooks). To edit it instead, mark it as draft in Billdr PRO, then delete it from QuickBooks before making changes.

  • Payments: Partial and complete payments sync immediately and update the invoice status in QuickBooks.

  • Deletion: Invoices cannot be deleted in Billdr PRO (only voided). Payments deleted in Billdr PRO will also be deleted in QuickBooks.

Note: We recommend letting the customer success team know if you want to start with a specific invoice number. It’s important that this number does not already exist in QuickBooks to avoid synchronization errors.

Expenses

What syncs:

  • Approved expenses in Billdr PRO → Expenses in QuickBooks.

  • Attached receipts.

Trigger:

  • Syncs when they are marked approved. Draft expenses do not sync.

Rules:

  • Updates overwrite the record in QuickBooks.

  • Deletions also remove them from QuickBooks.

Note: We recommend syncing your professional list (suppliers/subcontractors) first so that expense records match your existing contacts, if any.

Purchase Orders

What syncs:

  • Purchase orders in Billdr PRO → Purchase orders in QuickBooks.

Trigger:

  • Upon creation.

Important:

  • Useful to track procurement, but not required to sync bills.

Note: We recommend syncing your professional list (suppliers/subcontractors) first so that purchase order records match your existing contacts, if any.