QuickBooks Online Setup Guide

Connect BBU Cleaning to QuickBooks

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Overview

Connecting BBU Cleaning Work Order System to QuickBooks Online allows you to:

Estimated Setup Time: 15-20 minutes

Before You Begin

1

Access System Settings

  1. Log in to BBU Cleaning Work Order System
  2. Click on Admin in the top navigation menu
  3. Select System Settings from the dropdown
  4. Scroll to the QuickBooks Online Integration section

Tip: If you don't see "Admin" in the menu, contact your administrator for access.

2

Initiate QuickBooks Connection

  1. In the QuickBooks Integration section, you'll see a status card
  2. Current status will show Not Connected
  3. Click the green "Connect to QuickBooks" button
  4. A popup window will open - do not close it!

Important: Make sure popup blockers are disabled for this site, or the authorization window won't appear.

3

Authorize BBU Cleaning in QuickBooks

In the QuickBooks popup window:

  1. You'll see the Intuit Authorization page
  2. Log in to your QuickBooks Online account (if not already logged in)
  3. Select the company you want to connect to BBU Cleaning
  4. Review the permissions requested:
    • Read and write customers
    • Read and write invoices
    • Read chart of accounts
    • Read and write items
  5. Click the green "Connect" or "Authorize" button

Security Note: We use OAuth 2.0, the industry-standard secure authentication. Your QuickBooks password is never shared with BBU Cleaning.

4

Verify Connection Success

After authorizing:

  1. The popup will close automatically
  2. You'll be redirected back to System Settings
  3. The QuickBooks card should now show:
    • Status: ✓ Connected
    • Company Name: Your QuickBooks company name
    • Realm ID: Your QuickBooks company ID
    • Connected Since: Today's date and time
  4. Green checkmark icon appears next to "QuickBooks Online"

Success! Your QuickBooks connection is now active and ready to use.

5

Map Customers to QuickBooks (Optional but Recommended)

For best results, map your existing customers:

  1. Go to Customers in the main navigation
  2. Click on a customer to open their details
  3. Click "Edit Customer"
  4. Find the "QuickBooks Customer" dropdown
  5. Select the matching customer from your QuickBooks company
  6. Click "Save"
  7. Repeat for all customers you want to sync

Note: If a customer isn't mapped, the system will create a new customer in QuickBooks when you sync a work order.

6

Sync Work Orders to QuickBooks

Now you're ready to create invoices:

  1. Go to Work Orders
  2. Find a work order with status APPROVED
  3. Click on the work order to open details
  4. In the "Actions" section, click "Sync to QuickBooks"
  5. A confirmation dialog will appear - click "Confirm"
  6. The system will:
    • Create or update customer in QuickBooks
    • Create an invoice with line items
    • Set the invoice as Draft (unpaid)
    • Update work order status to SYNCED_TO_QBO

Done! Check your QuickBooks Online → Sales → Invoices to see the new invoice.

Troubleshooting

"Connect to QuickBooks" button doesn't do anything

• Check that popup blockers are disabled for this site

• Try a different browser (Chrome or Firefox recommended)

• Clear browser cache and cookies, then try again

• Contact support if the issue persists

QuickBooks says "Redirect URI mismatch"

• This is a configuration issue on our end

• Contact support@bbucleaning.com immediately

• Include the exact error message and URL you're using

Connection shows "Expired" or "Token Refresh Failed"

• QuickBooks tokens expire after 100 days of inactivity

• Click the "Reconnect" button in System Settings

• Re-authorize following the same steps above

• Your customer mappings will be preserved

"Sync to QuickBooks" fails with error

• Check that the work order has at least one line item

• Verify the customer has valid contact information

• Ensure QuickBooks connection is active (check System Settings)

• Try refreshing the QuickBooks token (disconnect and reconnect)

• Check the error details for specific guidance

Duplicate customers created in QuickBooks

• This happens if customers aren't mapped before syncing

• Go to Customers → Edit → Map to QuickBooks customer

• Future syncs will use the mapped customer

• Manually merge duplicates in QuickBooks if needed

How do I disconnect QuickBooks?

1. Go to Admin → System Settings

2. Find the QuickBooks card

3. Click the "Disconnect" button

4. Confirm the disconnection

5. Already-synced invoices remain in QuickBooks

Best Practices

Need Help?

If you encounter issues or have questions about QuickBooks integration:

Email Support

support@bbucleaning.com

Phone Support

(555) 123-4567

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