Skip to content

QuickBooks Online integration

Pro feature

QuickBooks integration is available on Pro plans and above. Compare plans to find the right fit for your team.

Connect your FSM Navigator account to QuickBooks Online to keep customer records and invoices in sync automatically. No manual data entry, no copy-paste — changes flow between both systems.

What syncs

Data Direction Details
Customers FSM Navigator → QuickBooks New and updated customer records sync to QuickBooks
Invoices FSM Navigator → QuickBooks Invoices generated in FSM Navigator appear in QuickBooks

One-way sync

Data currently flows from FSM Navigator to QuickBooks. Changes made directly in QuickBooks do not sync back automatically.

Prerequisites

Before connecting, make sure you have:

  • An active Pro or Enterprise subscription on FSM Navigator
  • A QuickBooks Online account (Simple Start, Essentials, Plus, or Advanced)
  • Owner role in FSM Navigator (only Owners can manage integrations)

Connect QuickBooks

  1. Navigate to Settings → Integrations → QuickBooks.
  2. Click Connect to QuickBooks.
  3. A QuickBooks authorization window opens. Sign in with your QuickBooks credentials.
  4. Review the permissions FSM Navigator is requesting and click Connect.
  5. The window closes and you are returned to FSM Navigator. The integration status shows Connected.

You're connected

FSM Navigator is now linked to your QuickBooks account. Customer and invoice data will begin syncing based on your preferences.

Configure sync preferences

After connecting, you can customize how data flows:

  1. Go to Settings → Integrations → QuickBooks.
  2. Under Sync Preferences, choose which data types to sync.
  3. Click Save.

View sync status

Monitor your integration health at any time:

  1. Go to Settings → Integrations → QuickBooks.
  2. The status panel shows:
    • Connection status — Connected or Disconnected
    • Environment — Production or Sandbox
    • Last sync — timestamp of the most recent sync operation

Sync queue banner

The QuickBooks tab shows a banner that reflects the current state of the sync queue:

  • Queue empty — every item synced successfully.
  • N items pending retry — items are in backoff — some items failed and are scheduled for a later automatic retry. Clicking Sync All Pending again before the retry window opens will not re-attempt these items; the system will pick them up automatically on schedule.
  • Errors — review the highlighted items and use the per-item Retry action.

Sync a single invoice to QuickBooks

If you need to push one specific invoice to QuickBooks without waiting for the next automatic sync, you can trigger it directly from the invoice list:

  1. Go to Invoices.
  2. Find the invoice you want to sync.
  3. Open the row's Actions menu (three-dot icon).
  4. Select Sync to QuickBooks (or the variant shown — see below).

The action label adapts to the invoice's current sync state:

Label shown What it means
Sync to QuickBooks The invoice has never been synced. Selecting this queues a fresh sync.
Force re-sync The invoice is already in QuickBooks. Selecting this pushes the latest FSM Navigator data again.
Sync queued A sync is already queued for this invoice. The action is disabled until the queued sync completes.
Retry The last sync attempt failed. Selecting this queues a retry.

When the action is disabled

The Sync to QuickBooks action only appears for invoices in a syncable status (Generated, Sent, Partially Paid, Paid, Overdue, Void, Refunded, Partially Refunded). Disputed invoices are handled by the disputed-invoice reissue workflow instead. If QuickBooks is not connected, the action shows as disabled with a tooltip pointing to Settings → Integrations → QuickBooks.

Disconnect QuickBooks

If you need to disconnect the integration:

  1. Go to Settings → Integrations → QuickBooks.
  2. Click Disconnect.
  3. Confirm the disconnection.

What happens when you disconnect

  • Syncing stops immediately.
  • Data already synced to QuickBooks remains in QuickBooks.
  • Data already in FSM Navigator remains in FSM Navigator.
  • You can reconnect at any time.

Reconnect or switch accounts

To connect a different QuickBooks account:

  1. Disconnect the current integration (see above).
  2. Click Connect to QuickBooks again.
  3. Sign in with the new QuickBooks account credentials.

Troubleshooting

The authorization window did not open

Make sure your browser allows pop-ups for the FSM Navigator domain. If you use a pop-up blocker, temporarily disable it and try again.

Sync is not working after connection
  1. Check that the integration shows Connected in Settings → Integrations.
  2. Verify your QuickBooks subscription is active.
  3. Try disconnecting and reconnecting the integration.
  4. If the issue persists, contact support.
Can I sync with QuickBooks Desktop?

No. FSM Navigator integrates with QuickBooks Online only. QuickBooks Desktop is not supported.

Will historical data sync when I first connect?

The initial connection syncs your current customer records. Historical invoices created before the integration was connected are not retroactively synced.

Can Dispatchers or Technicians manage the integration?

No. Only users with the Owner role can connect, configure, or disconnect integrations.