QuickBooks Integration
Approve invoices to QuickBooks Online as soon as they are sent, one at a time or as a batch
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Cooledge Invoice
QuickBooks Invoice
Eliminate double-entry and errors
Connect your QuickBooks Online account and approve invoices the moment they are sent, one at a time or a whole batch from the invoices list. All line items, customer details and your invoice PDF go with them. Payments recorded in QuickBooks come back to Cooledge.
- Sent, Part-Paid and Paid are all eligible, no waiting for payment
- Batch approve straight from the invoices list
- Customer records automatically created or matched
- All line items with correct GST and account codes
- Invoice PDF attached automatically
How It Works
Connect once and streamline your accounting workflow
Connect QuickBooks
Connect via OAuth in portal settings
Configure Settings
Set your income, payment and expense accounts plus GST codes
Approve to QuickBooks
Approve sent invoices, one at a time or as a batch
What's Included
Powerful features to connect your accounting workflow
Invoice Creation
Approved invoices are created in QuickBooks with all line items, quantities and pricing preserved. Sent, Part-Paid and Paid are all eligible.
- Invoice number carried over
- All line items with descriptions
- Correct account codes applied
Customer Sync
Customer records are automatically created or matched in QuickBooks. No duplicate contacts, no manual entry.
- Auto-match existing customers
- Create new customers as needed
- Name, email and address synced
PDF Attachment
Your branded Cooledge invoice PDF is automatically attached to the QuickBooks invoice for easy reference.
- Automatic PDF generation
- Attached to QuickBooks invoice
- Accessible from QuickBooks anytime
GST & Tax Handling
Configure your default GST code and income account. All invoices are pushed with the correct GST treatment.
- Configurable GST codes
- Default income account
- Tax-inclusive pricing handled
Payments Both Ways
Payments you record in Cooledge push to QuickBooks. Payments or voids entered in QuickBooks flow back here, usually within a minute or two. Amounts, invoice numbers and line items stay owned by Cooledge and are never overwritten.
- Payments sync in both directions
- A void in QuickBooks voids the invoice here
- Supplier bills and credit notes sync when approved
Easy Setup
Get connected in minutes
Sign up for Cooledge
Create your free account and complete the initial setup. QuickBooks integration is included on all plans.
Connect QuickBooks
Navigate to Settings → Integrations in your portal and connect your QuickBooks Online account using OAuth. Authorize Cooledge to access your QuickBooks company.
Configure settings
Set your income account, the payment account your payments sync to and the expense account for supplier bills, along with your GST codes. Until a payment account is chosen, payments wait in the sync queue.
Approve invoices
On any sent invoice, click "Approve to QuickBooks". To do several at once, tick them on the invoices list and approve them together. The invoice and PDF are created for you. Every document then shows a sync status, with the reason and a Retry if anything needs attention.
Included on All Plans
QuickBooks integration is included with every Cooledge plan: Starter, Growth and Scale. Connect your accounting in minutes and eliminate double-entry forever.
Also available: Xero. MYOB integration coming soon.
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