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 and FSM Navigator sends your customers, invoices and payments to it, so nobody retypes them. The sync runs one way, from FSM Navigator to QuickBooks Online. Automatic sync is off until you turn it on, and you can also send records one at a time.

What syncs

Data Direction Details
Customers FSM Navigator → QuickBooks New and updated customers are sent to QuickBooks. Each service location goes over as a sub-customer under its customer
Invoices FSM Navigator → QuickBooks Invoices generated in FSM Navigator are sent to QuickBooks, and a voided invoice is voided there too
Payments FSM Navigator → QuickBooks Payments are sent once automatic payment sync is on, including payments customers make in the customer portal. Refunds go over as credit memos

One-way sync

Data flows from FSM Navigator to QuickBooks only. Changes made directly in QuickBooks are not copied back, and nothing is imported from QuickBooks. Make customer changes in FSM Navigator; the next time a customer is sent, its details replace the matching fields in QuickBooks.

Existing QuickBooks customers

An existing QuickBooks customer with the same name is not matched. FSM Navigator creates its own customer record in QuickBooks and labels it so the two stay distinct. Agree with your bookkeeper how to handle existing customers before you connect. Pricebook items and tax codes are not sent; FSM Navigator reads your sales tax setting and adds only what it needs to post your work, such as a service item and a Customer Deposits account if you don't already have them.

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. Nothing is sent automatically until you turn on automatic sync for customers, invoices or payments in your sync preferences. You can also send records one at a time.

Configure sync preferences

After connecting, you can customize what is sent:

  1. Go to Settings → Integrations → QuickBooks.
  2. Under Sync Preferences, turn on automatic sync for the data types you want sent without anyone clicking. Customers, invoices and payments each have their own switch, and all start off.
  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

Who can see the integration, and who can change it

Owners can connect, disconnect, change sync preferences and push records to QuickBooks. Managers can read the connection status and the sync history — enough to confirm that syncing is healthy — but cannot connect, disconnect, change sync preferences, or push a record to QuickBooks. Settings → Integrations is an Owner-only page, so a Manager reads this status through reporting rather than through the settings tab. For invoices specifically, a Manager's surface is the QBO Sync column on Invoices → Invoices List, which shows each invoice's sync state. The Sync to QuickBooks row action is not offered to Managers, because pushing a record is an Owner action.

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?

No. Connecting does not send anything on its own, so your existing customers and invoices are not copied to QuickBooks when you first connect. Records are sent only after you turn on automatic sync for that data type, or when you send one record at a time. If you reconnect later, items that were still waiting or had failed are queued again for sending.

Can Managers, Dispatchers or Technicians manage the integration?

No. Only users with the Owner role can connect, configure, or disconnect integrations, or push a record to QuickBooks. Managers can see whether syncing is healthy — the connection status, the sync history, and the QBO Sync column on each invoice — but cannot change or trigger anything. Dispatchers and Technicians see none of it.