QuickBooks Integration

What is the QuickBooks Integration?

The QuickBooks integration connects your Cooledge invoicing with your QuickBooks Online accounting. When an invoice is paid in Cooledge, you can push it straight to QuickBooks with one click—no double-entry required.

It automatically creates the invoice in QuickBooks with all your line items, matches or creates the customer record, applies your tax settings, and even attaches the PDF. Your accountant will love you.

How It Works

Once connected, pushing an invoice to QuickBooks is simple:

1. Open a Paid invoice in the Cooledge portal
2. Click Approve to QuickBooks
3. Wait a couple of minutes
4. The invoice appears in QuickBooks with everything attached

Behind the scenes, Cooledge handles the customer record (creates a new one or matches an existing one), transfers all line items with the right descriptions and prices, applies your default account code and tax settings, and attaches your branded invoice PDF.

[IMAGE PLACEHOLDER: Invoice showing "Approve to QuickBooks" button and sync status]

What Gets Synced

Everything your accountant needs goes across to QuickBooks:

• Invoice number and date
• Customer name, email, and address
• All line items with descriptions, quantities, and prices
• Tax amounts based on your settings
• Your invoice PDF as an attachment
• Job reference (if the invoice is linked to a job)

What doesn't sync: Draft invoices, unpaid invoices, or quotes. Only fully paid invoices can be pushed to QuickBooks.

Setting Up the Integration

Step 1: Connect to QuickBooks

1. Log into the Cooledge Portal at app.cooledge.com.au
2. Go to Settings → Integrations
3. Find QuickBooks and click Connect
4. You'll be redirected to Intuit to log in and authorize Cooledge
5. Select your QuickBooks company when prompted
6. Click Allow Access
7. You'll be sent back to Cooledge

[IMAGE PLACEHOLDER: Settings > Integrations page with QuickBooks card]

Step 2: Configure Your Settings

After connecting, you can optionally set:

Default Income Account – The account or item where your sales get recorded. If you're not sure, check your QuickBooks Chart of Accounts or ask your accountant.

Tax Code – How tax should be applied. Use "TAX" for taxable items or "NON" for non-taxable.

If you're unsure about either of these, just ask your accountant—they'll know exactly what to use.

[IMAGE PLACEHOLDER: QuickBooks settings panel with account code and tax type fields]

Step 3: You're Done!

Once you see "Connected" with a green tick and your QuickBooks company name, you're good to go.

Pushing Invoices to QuickBooks

How to Push an Invoice

1. Go to Invoices in the portal
2. Find an invoice marked as Paid
3. Click on it to open the details
4. Click Approve to QuickBooks

The status will change to "Queued" and within a couple of minutes, it'll update to "Pushed". That's it—the invoice is now in QuickBooks.

[IMAGE PLACEHOLDER: Invoice detail page showing Approve to QuickBooks button]

Quick tip: The "Approve to QuickBooks" button only appears on Paid invoices. If you can't see it, check the invoice status.

Checking Sync Status

Each invoice shows its QuickBooks status:

• Not pushed – Hasn't been sent to QuickBooks yet
• Queued – On its way to QuickBooks
• Pushed – Successfully in QuickBooks
• Failed – Something went wrong (see troubleshooting below)

Viewing in QuickBooks

After pushing, you can find the invoice in QuickBooks under Sales > Invoices. Search by the invoice number—it'll be the same as in Cooledge. You'll see all the details plus the PDF attachment.

[IMAGE PLACEHOLDER: QuickBooks invoice showing synced data and PDF attachment]

Troubleshooting

Invoice Shows "Failed"

If an invoice fails to sync, click on it to see the error. Common causes:

• Invalid account – The income account doesn't exist in QuickBooks. Double-check Settings > Integrations.
• Invalid tax code – The tax setting isn't recognised. Check your QuickBooks tax settings.
• Duplicate invoice – An invoice with that number already exists in QuickBooks.

Fix the issue and click Retry.

Connection Issues

If you see "Not connected" or the connection seems to have stopped working, just go to Settings > Integrations and click Reconnect. You'll need to authorize Cooledge again in QuickBooks. This happens occasionally and is completely normal.

Customer Not Matching

Cooledge tries to match customers by email. If a new customer was created when you expected a match, you might need to tidy things up in QuickBooks—merge duplicates or update details.

Good to Know

One-Way Sync

Data flows from Cooledge to QuickBooks only. If you make changes to an invoice in QuickBooks, those changes won't come back to Cooledge. Same goes the other way—changes in Cooledge after you've pushed won't update QuickBooks.

Manual Push

You choose which invoices go to QuickBooks by clicking "Approve to QuickBooks". This gives you control over what ends up in your accounting records. Automatic sync may come in a future update.

Plan Availability

QuickBooks integration is included on all plans — Starter, Growth, and Scale.

Only One Accounting System

You can only connect one accounting system at a time (either QuickBooks or Xero). If you want to switch, disconnect the current one first in Settings > Integrations.

Disconnecting

If you ever need to disconnect:

1. Go to Settings > Integrations
2. Click Disconnect on the QuickBooks card
3. Confirm

Your invoices that were already pushed stay in QuickBooks—nothing gets deleted. You can reconnect anytime.

Common Questions

Do I need QuickBooks to use Cooledge? Nope! QuickBooks is completely optional. Cooledge has its own invoicing system that works on its own.

Can I push invoices that aren't fully paid? Not yet—invoices need to be fully paid first. We're looking at adding partial payment sync in the future.

What if I make changes after pushing? Changes in Cooledge won't sync across after the initial push. You'd need to edit directly in QuickBooks.

Is it secure? Yes. The connection uses industry-standard OAuth security. Cooledge only accesses what you authorize, and you can revoke access anytime.

What's the difference between QuickBooks and Xero integration? They work the same way—just connecting to different accounting systems. Use whichever one you already use for your business.

Related Articles

• Getting Started – Setting up your Cooledge account
• Creating Invoices – Invoice creation basics
• Stripe Payments – Collecting payments from customers
• Xero Integration – Connect Xero instead of QuickBooks

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Need help? Email support@cooledge.com.au