QuickBooks Integration with IntoAEC

Connect your QuickBooks account with IntoAEC to sync accounting records and automate financial data updates between both platforms.

Overview

IntoAEC integrates with QuickBooks to sync:

• Customers

• Invoices

• Credit Memos

• Payments

• Refunds

The integration includes:

1. Initial Backfill (One-Time Sync) – Imports existing historical data

2. Automatic Sync (Webhooks) – Keeps future updates synced automatically

Step 1: Open Integration Settings

1. Log in to IntoAEC

2. Go to Settings

3. Navigate to: Integrations → Accounting

4. Select QuickBooks Integration

Step 2: Start the Connection

1. Click Configure to start the QuickBooks connection

2. A QuickBooks sign-in window will open

3. Log in using your QuickBooks account credentials

Step 3: Authorize Access

1. Review the requested permissions

2. Click Authorize to allow IntoAEC access to your QuickBooks account

Step 4: Connection Confirmation

After authorization:

• You will be redirected back to IntoAEC

• The integration status will display as Connected

Your QuickBooks account is now successfully linked with IntoAEC.

Initial Setup – Backfill (One-Time Sync)

Before automatic syncing becomes active, a one-time historical sync must be completed.

This process imports your existing QuickBooks records into IntoAEC.

Sync Contacts Setup

1. Click Sync Contacts

2. For each customer:

• Select Project (Mandatory)

• Enter Reference Number (Optional but recommended)

• Click Sync

What Gets Synced During Backfill

The initial sync imports historical records from QuickBooks, including:

• Customers

• Invoices

• Credit Memos

• Payments

• Refunds

Important Notes – Initial Sync

Please review the following before proceeding:

• Initial sync is a one-time setup

• Historical data will be imported from QuickBooks

• Initial sync must be completed before automatic sync becomes active

Automatic Sync (Webhooks)

Once the initial sync is completed, IntoAEC and QuickBooks stay synchronized automatically using webhooks.

How Automatic Sync Works

1. QuickBooks sends webhook notifications whenever records are updated

2. IntoAEC receives the notification

3. Updated records are automatically fetched and synced

No manual syncing is required after setup.

Auto-Synced Events

The following updates sync automatically between QuickBooks and IntoAEC:

• Invoice created or updated

• Payment recorded

• Credit memo created

• Refund processed

• Customer updated

Important Configuration Note

To ensure successful syncing:

Create a custom field called “Reference Number” in QuickBooks and use IntoAEC’s Project ID in that field.

This helps IntoAEC correctly map QuickBooks records to the corresponding project.

Need Help?

If the integration is not completed successfully or syncing issues occur, please contact the IntoAEC Support Team for assistance.