QuickBooks Integration

Function Timetrack connects to QuickBooks Online so the money side of your work stays in one place. Once connected, you can pull your existing QuickBooks customers into the app, turn an approved week's timesheet into a real QuickBooks invoice, send that invoice to the client with a secure online payment link, and have the invoice's paid/unpaid status flow back automatically as the client pays.

This guide walks through every task in the order you'll actually do them: connect, match up customers, create invoices, get paid, and keep everything in sync.

Settings → Connections → All connections is home base. Three things live there:

• QuickBooks Online — this article.
• Bank connections — see Settings & data. It is switched off entirely until three environment variables are set on the install, and the card says which, rather than offering a button that could not work.
• More integrations — Stripe, Xero and PayPal, each marked Coming soon and doing nothing.

Opening QuickBooks in the rail gives the same connection on its own page.

Before you start

You'll need:

• A QuickBooks Online account you can sign in to (the company you invoice clients from).
• Permission in Function Timetrack to manage workspace settings — connecting affects the whole workspace, not just your personal view.
• Pop-ups allowed for Function Timetrack in your browser. The connect step opens QuickBooks in a small pop-up window; if pop-ups are blocked, the connection can't start.

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Step 1 — Connect your QuickBooks account

1. Go to Settings → Integrations.
2. Find the QuickBooks card and click Connect to QuickBooks.
3. A pop-up window opens on Intuit's sign-in page. Sign in to QuickBooks and choose the company you want to link.
4. Approve the requested access. Function Timetrack asks for access to your accounting data (customers and invoices) and payments data.
5. When you approve, the pop-up closes on its own and the Integrations page refreshes. You'll see a success message and the card flips to Connected, showing your company name.

Once connected, the card shows:

• The company name you linked.
• When customers were last synced.
• The health of the connection (an active connection quietly refreshes its own access behind the scenes).

If the pop-up is blocked

If nothing happens when you click Connect, your browser probably blocked the pop-up. Allow pop-ups for the site and try again — you'll usually see a small blocked-pop-up icon in the address bar.

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Step 2 — Bring your customers together

Your clients live as customers in QuickBooks. Function Timetrack needs to know which local customer maps to which QuickBooks customer so invoices land on the right account. There are two ways to line them up.

Import and auto-match

From the Integrations page (while connected), click Sync customers. Function Timetrack imports your QuickBooks customers and tries to auto-link them to matching local customers. When it finishes, you'll see how many customers were imported.

Review and confirm matches

When matches aren't obvious, the Match Customers with QuickBooks reconciliation screen walks you through them one at a time. For each Function Timetrack customer it shows the closest QuickBooks candidates, each with a confidence badge and the reasons it matched (name, email, phone, company):

• High Match — very likely the same customer.
• Possible Match — probably, but eyeball it.
• Low Match — weak; only link if you recognize it.

For each customer you choose one of three actions:

• Link to Selected Match — ties this local customer to the highlighted QuickBooks customer.
• Create New in QuickBooks — no good match exists, so make a fresh QuickBooks customer from this one.
• Skip — leave it unlinked for now.

A progress bar tracks how far through the list you are, and Skip All Remaining bails out of the rest if you only cared about the first few.

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Step 3 — Create an invoice from a timesheet

This is the payoff: turn a week you've already priced into a QuickBooks invoice without re-typing a thing.

Requirements

• The timesheet must be approved. The Create Invoice button is greyed out until then — hovering it reads "Timesheet must be approved first."
• The project should have a linked QuickBooks customer (see Step 2).

How to do it

1. On an approved timesheet, click Create Invoice.

2. An Invoice Preview opens. Review the line items — Function Timetrack breaks the week down into the categories it billed:

   • Regular Hours
   • Overtime
   • Double Time
   • Penalty (meal/turnaround penalties)
   • Kit Fee
   • Per Diem

   Each line shows quantity × rate = amount, with a subtotal, any tax, and the total.

3. Confirm the customer shown is correct. If a warning says no QuickBooks customer is linked, close the preview and link one first (Step 2).

4. Click Create Invoice in QuickBooks. On success you'll get a confirmation with the new QuickBooks invoice number, and the timesheet's button changes to Invoiced.

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Step 4 — Send the invoice and get paid

Once an invoice exists in QuickBooks, the Payment Actions let you collect on it. They live on the invoice and only appear once the invoice is synced to QuickBooks.

Generate a payment link

Click Generate Payment Link. Function Timetrack creates a secure, QuickBooks-hosted payment page for the invoice and automatically copies the link to your clipboard. You can then:

• Copy Link — copy it again any time.
• Open in new tab — preview the exact page your client will see.

Email the invoice to your client

Click Send Invoice Email to open the email dialog:

• Customer Email — pre-filled from the QuickBooks customer record; edit if needed.
• CC (optional) — add extra recipients, separated by commas (e.g. a bookkeeper).
• Custom Message (optional) — a personal note added to the email.

The email your client receives includes the invoice summary and line items, the amount due and due date, the secure payment link, and your company branding.

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Step 5 — Keep payment status in sync

You have two ways to know when an invoice gets paid.

Automatic (the normal case)

Function Timetrack listens for updates from QuickBooks and keeps invoice status current on its own. Status maps like this:

• Balance is zero → Paid (the paid date comes from the last payment recorded in QuickBooks).
• Partly paid (some balance, but less than the total) → Partially Paid.
• Past its due date and still owing → Overdue.
• Emailed but not yet paid → moves a Draft to Sent.

Each invoice shows a status badge: Paid, Unpaid, Partially Paid, or Overdue.

Manual — Sync Payment Status

If you want to check right now, click Sync Payment Status on the invoice's Payment Actions. Function Timetrack fetches the latest from QuickBooks and updates the badge and paid date on the spot.

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Change Data Capture (CDC): the background sync

Beyond individual invoices, Function Timetrack runs a background Change Data Capture sync that watches for changes in QuickBooks across three kinds of records:

• Invoice
• Customer
• Item (your service/line-item catalog)

The CDC status panel shows, per record type:

• When it last synced (e.g. 5m ago).
• How many records were processed and how many changed.
• A health badge — Active, Error, or Disabled — with error details if something went wrong.

Click Sync Now to run a sync. The panel auto-refreshes about once a minute.

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Map your rate codes to QuickBooks service items

QuickBooks prices invoice lines against its service items. So that a pushed invoice lands on the right item instead of a generic line, map each of your rate codes to one.

1. Go to Settings → Integrations → QuickBooks.
2. On the Service items panel, click Manage mappings.
3. Add a mapping: pick a rate code, pick the QuickBooks service item it corresponds to, save.
4. Search, edit, or delete mappings from the same table; each row shows its sync status.

Unmapped rate codes still invoice — they just won't carry a service item into QuickBooks.

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Disconnecting QuickBooks

To unlink a workspace from QuickBooks:

1. Go to Settings → Integrations.
2. On the QuickBooks card, click Disconnect and confirm.

Disconnecting stops automatic invoice syncing and revokes Function Timetrack's access on the QuickBooks side. Your already-created invoices and imported customers stay in place — you just lose the live link until you reconnect.

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Troubleshooting

"Please reconnect your QuickBooks account"

This means the long-lived connection expired or was revoked in QuickBooks (for example, someone removed the app from the QuickBooks company's connected apps, or it sat unused for a very long time). Go to Settings → Integrations and click Connect to QuickBooks to re-authorize.

The Connect pop-up didn't open

Your browser blocked it. Allow pop-ups for Function Timetrack and click Connect again.

"Redirect URI configuration error"

This is a setup-level problem with how the QuickBooks app is configured, not something you did wrong in the moment. Contact whoever administers your Function Timetrack setup — the QuickBooks app's redirect settings need to be corrected.

The Create Invoice button is greyed out

The timesheet isn't approved yet. Approve the week first, then the button becomes available.

The invoice preview warns there's no customer

The project isn't linked to a QuickBooks customer. Run Sync customers and link the right one (Step 2), then try again.

A payment link won't send by email

Generate the payment link first — the email needs it. Also confirm the recipient email address is filled in.

"Please wait N seconds before retrying"

If a connection has repeated trouble refreshing, Function Timetrack briefly slows down retries to avoid hammering QuickBooks. Wait the suggested time and try again; if it persists, reconnect.