Learn how the QuickBooks sync works and how to troubleshoot common issues.
What Gets Synced
HeyJack → QuickBooks (one-way):
- Invoices (when sent or marked paid)
- Payments (when received)
- New customers (on first invoice)
QuickBooks → HeyJack (one-way):
- Customer updates (name, address, email changes)
- Payment status (if payment recorded in QuickBooks)
Note: Estimates do not sync to QuickBooks. Only invoices sync after they're sent.
How Sync Works
HeyJack syncs with QuickBooks in near real-time:
- You create and send an invoice in HeyJack
- Within 60 seconds, it appears in QuickBooks
- Customer receives payment and pays
- Payment is recorded in both systems
If QuickBooks is temporarily unavailable, HeyJack queues the sync and retries automatically.
Account Mapping
When you connect QuickBooks, you'll map HeyJack categories to QuickBooks accounts:
- Income Account - Where invoice revenue goes (e.g., "Service Revenue")
- Payment Account - Where payments deposit (e.g., "Undeposited Funds")
- Tax Account - If you collect sales tax
You can set different accounts for labor vs. materials if needed.
Handling Tax
For tax to sync correctly:
- Make sure your tax rates in HeyJack match QuickBooks tax codes
- Map each HeyJack tax rate to a QuickBooks tax code in Integration Settings
- Tax-exempt items will sync as non-taxable
Sync Status & Troubleshooting
Check sync status in Settings → Integrations → QuickBooks:
- Green "Connected" - Everything working
- Yellow "Syncing" - Items in queue, processing
- Red "Error" - Something failed, click for details
Common Issues:
- Customer not found - Customer in HeyJack doesn't match QuickBooks. Click to link manually.
- Account deactivated - The mapped account was deleted in QuickBooks. Remap to a new account.
- Authorization expired - QuickBooks tokens expire after 100 days. Reconnect your account.
Manual Sync Options
- Force Sync - Push all unsynced items immediately
- Resync Invoice - From invoice detail page, click "Sync to QuickBooks"
- Disconnect - Removes connection but doesn't delete synced data
QuickBooks Desktop
HeyJack integrates with QuickBooks Online only. For QuickBooks Desktop users, we recommend migrating to QuickBooks Online, or using our CSV export to import invoices manually.