The QuickBooks Online integration turns your approved Warehance bills into QuickBooks invoices, so you stop retyping client bills into your accounting system. You connect your QuickBooks company once, tell Warehance which QuickBooks products and customers to use, and then export each approved bill manually or automatically.
How it works
- One bill becomes one invoice. Each approved Warehance bill creates one invoice in QuickBooks Online, addressed to the QuickBooks customer you map to that client.
- Charges are grouped by billing code. Every billing code on the bill becomes one invoice line, using the QuickBooks product or service you mapped to that code. Charges without a billing code are combined into a single Other charges line.
- Warehance sets the amounts. Line amounts and the invoice total come from the Warehance bill, not from the prices saved on your QuickBooks products.
- Invoice details: the invoice number is
WH-followed by the bill number, the invoice date is the date the bill was created, the due date matches the bill, and the memo records the bill number and service period. - Data only flows one way. Warehance reads your QuickBooks customers, products and services, and payment terms, but never creates or changes them. Exporting does not email the invoice, collect payment, or bring payment status back into Warehance.
Approving a bill doesn't send it to QuickBooks on its own. Nothing is exported until you export a bill yourself or turn on automatic export for that client.
Before you start
- You need a QuickBooks Online company based in the US that uses USD. QuickBooks Desktop is not supported.
- You need admin access in Warehance to connect QuickBooks and change mappings. To export a bill, you need permission to edit bills.
- Create the QuickBooks customers for your clients first. Warehance links to existing customers and never creates them. Each customer must use USD.
- Create the products and services you want on your invoices in QuickBooks, each with an income account. Only active Service and Non-inventory items can be selected.
- Only non-taxable charges are supported. Zero-value bills and credits are not exported.
Step 1: Connect QuickBooks
Go to Billing → Accounting Connections and click Connect QuickBooks. Sign in to Intuit, choose the company to connect, and approve access. You'll return to Accounting Connections, where the company shows as Connected.
Added a customer or product in QuickBooks after connecting? Open the company and click Sync catalog to load the latest list into Warehance.
Step 2: Choose how charges map to QuickBooks products
Click the company name to open its settings. Under Product mapping:
- Map charges using: choose Billing codes to give each billing code its own invoice line and product, or One product or service to put everything on a single product.
- Unmapped billing codes: Require a mapping blocks a bill from being exported until every billing code on it is mapped. Use default product sends unmapped codes to the default product instead.
- Default product or service: the product used for charges without a billing code, and for unmapped codes when you allow it. Its income account appears beside it.
These settings apply to every client invoiced through this QuickBooks company.
Step 3: Map your billing codes
Under Billing code mappings, choose a QuickBooks product or service for each billing code. The list shows billing codes from your charge rules and adhoc charges. Several billing codes can share the same product.
Step 4: Confirm export settings and save
- Under Export settings, check All charges are non-taxable. Bills can't be exported through this connection until you confirm this.
- Click Save mappings.
Saving mappings pauses automatic export for every client that uses this company. Open a bill preview for each client and turn automatic export back on once you've checked it.
Step 5: Link each client to a QuickBooks customer
Open your profile menu in the top right and choose Settings, then Clients. Open the client, and select the Billing tab. In the Accounting export card:
- Choose the Accounting company.
- Choose the matching QuickBooks customer.
- Click Save Billing Settings.
Repeat this for each client you want to invoice through QuickBooks. You can't turn on Export approved bills automatically here; turn it on from a bill preview in the next step. You can turn it off here at any time.
Step 6: Preview and export a bill
Open an approved bill from Billing → Bills and click Preview invoice in the Accounting export card. The preview shows the QuickBooks invoice exactly as it will be created: company, customer, invoice number, dates, terms, total, and each line with its product and income account. If something needs fixing, it's listed under Resolve these items before export.
- Click Export this approved bill to send this bill to QuickBooks.
- To send this client's future bills automatically, click Enable automatic export for this client. From then on, each bill for that client is exported as soon as it's approved. Bills approved before you turned it on are not sent.
Step 7: Check the export status
The Accounting export card on the bill shows the export's progress.
- Status moves from Queued to Sending to Exported.
- Invoice shows the QuickBooks invoice number. Click it to open the invoice in QuickBooks.
Click View history for a log of every export attempt. If an export fails, fix the cause and click Retry export.
Troubleshooting
| Status or message | What it means | What to do |
|---|---|---|
| Map this client to a QuickBooks customer in Client → Billing first. | The client isn't linked to a QuickBooks customer. | Complete Step 5 for the client. |
| Choose a QuickBooks product or service for a billing code | A billing code on the bill isn't mapped and mappings are required. | Map the code in Step 3, or choose Use default product. |
| The QuickBooks customer is unavailable. Refresh the catalog | The customer was deleted, deactivated, or changed in QuickBooks. | Click Sync catalog, then check the client's customer. |
| Reconnect required | QuickBooks access has expired or been revoked. | Click Reconnect on the company and sign in to the same QuickBooks company. |
| Retrying | QuickBooks was busy or temporarily unavailable. | No action needed. Warehance retries automatically, up to eight times. |
| Failed | QuickBooks rejected the invoice. The card shows the reason. | Fix the cause in QuickBooks or Warehance, then click Retry export. |
| Out of sync | The bill changed after it was exported, or the invoice in QuickBooks doesn't match the bill. | Correct the invoice in QuickBooks, re-approve the bill, then click Verify corrected QuickBooks invoice in the preview. This never creates a second invoice. |
To change an exported bill, mark it as draft, make your changes, and approve it again. Then update the invoice in QuickBooks to match and verify it from the preview. Warehance won't create a duplicate invoice.
Disconnecting or reconnecting
Click Disconnect on the company to stop exports. Disconnecting turns off automatic export for every client using that company and marks any queued exports as failed. Invoices already in QuickBooks, your export history, and your mappings are kept.
To reconnect, click Reconnect and sign in to the same QuickBooks company. To use a different QuickBooks company, connect it as a new connection with Connect QuickBooks. After reconnecting, open a bill preview for each client to turn automatic export back on.