QuickBooks Online Use the QuickBooks Online integration to:
  • Keep customers in sync across Sequence and QuickBooks
  • Sync invoices into QuickBooks in real-time
  • Automatically update the payment status of invoices reconciled in QuickBooks
  • Map QuickBooks items, accounts and tax codes to Sequence for accurate categorization

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Getting started

Go to integrations and connect to QuickBooks.
Integrate with QuickBooks
When a Sequence-issued invoice is synced as a sent invoice, QuickBooks sends a second email to your customer. To prevent your customers from receiving an additional invoice email, Sequence updates the invoice in QuickBooks with your merchant email address.

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Linking customers to QuickBooks

To sync invoices to QuickBooks, your customers need to be linked. You can link Sequence customers to existing customers in QuickBooks or create a new customer in QuickBooks directly from Sequence. If multi-currency is enabled in your QuickBooks account, select a currency to assign to the customer.
Link customer
QuickBooks will reject invoices in currencies other than the customer’s set currency.

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Syncing invoices & credit notes

When an invoice or credit note is finalized or sent, it is automatically synced to QuickBooks.
To sync an invoice with QuickBooks, finalize or send it.
Sync an invoice
When sending an invoice, it is synced into QuickBooks and marked as sent. QuickBooks automatically sends an email to your merchant email address containing the invoice PDF when this happens.
If an invoice failed to sync or if the customer was not yet linked to QuickBooks, you can manually re-sync the invoice from the dashboard.

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Reconciling invoices

When an invoice is marked as paid in QuickBooks, Sequence will update the payment status and mark the invoice as paid.
For invoices with a Stripe payment link, Sequence will sync the payment status from Stripe and ignore the payment status in QuickBooks. You need to reconcile your invoice in QuickBooks separately in this case. If a customer doesn’t use the Stripe payment link on your invoice, you need to manually mark the invoice as paid in Sequence.

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Linking products to QuickBooks items

To ensure invoice line items in QuickBooks are correctly categorized, map Sequence products to items and account codes. You can map products from the product catalog in Sequence. Linking a product will create a new item in QuickBooks, using the name of the product and the selected account code. This ensures synced invoice line items are accurately categorized.
Item names in QuickBooks must be unique.

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Account codes

In QuickBooks Online, line item amounts can be booked under different accounts via the item the line item they are mapped to. For example, for a Platform product item with the account code Standard Product Sales, all line items for this item will be booked under the set account. When you map a product from Sequence to a QuickBooks item, you can set the account code to assign to the item to ensure all line items are correctly categorized.

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Currency conversion

If you are using multi-currency in your QuickBooks account, Sequence will automatically convert invoices into your home currency using the latest FX rate provided by QuickBooks. For example, if your home currency is GBP, invoices to EUR customers will include currency conversion for EUR:GBP.
Currency conversion in QBO
Ensure that invoices or credit notes issued from Sequence match the QuickBooks customer’s currency to prevent sync errors.

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Tax codes

When pushing an invoice or credit note to QuickBooks, Sequence will assign QuickBooks tax codes to invoice line items.
  • For taxed customers, the tax codes of the tax categories assigned to the invoice line items apply. The fall back tax code applies for unmapped line items or products.
  • For tax exempt and reverse charged customers, the tax codes configured in integration settings apply.
  • If none of the above are set, the default tax code of your QuickBooks account is applied. Failing that, the default tax code of customer in QuickBooks is applied.
For a US QuickBooks account, the following tax codes applies:
  • If customer is taxed, TAX is applied as the tax code
  • If customer tax exempt or reverse charged, NON is applied as the tax code

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Invoice fields

QuickBooks OnlineSequence
CustomerLinked customer
Customer emailPrimary billing contact email
Billing addressCustomer address
Invoice dateInvoice date (depending on accounting date preference)
Due dateDue date
Invoice numberInvoice number
Message on invoiceMemo
Line item: Product/ServiceSequence product (depending on item mapping)
Line item: Description[Line item group name]: [Line item name]
Line item: VAT / TaxQuickBooks tax code (depending on mapping)
Line item: QuantityLine item qty
Line item: RateLine item rate
Invoice in QuickBooks