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Set up

Connecting your QuickBooks account to Sequence is simple. Go to the Integrations tab to get started.

  1. Click the button to connect to QuickBooks.
  1. Authorize the connection.

You’ll need a QuickBooks sandbox company to connect to our sandbox.

QuickBooks expects all customers to have a default tax rate. If you’re invoicing a tax exempt customer, you will need to create a 0% default tax rate.
When a Sequence-issued invoice is synced, 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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Import customers

You can import customers from QuickBooks into Sequence in order to speed up your onboarding. In order for an invoice or credit note to be synced the end-customer must be linked to a customer in QuickBooks.

You can import some or all of your customers directly from QuickBooks using the customer import tool. In order to be valid for invoicing in Sequence every customer needs the following:

  • A primary address
  • A primary email address

The primary address must have the following fields:

  • First line
  • Town/city
  • Postal/zip code
  • A valid country (Sequence uses the alpha-2 country code format)

If a customer is invalid the reason will be provided, allowing you to update the customer in QuickBooks and reload before importing (QuickBooks provides a CSV export and import feature that makes it easy to bulk update customer details).

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Linking customers

You can link Sequence customers with QuickBooks.

A linked customers will show the QuickBooks logo.

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Syncing invoices

Whenever an invoice is finalized in Sequence it will automatically get pushed to QuickBooks. QuickBooks will set the invoice date to the date you finalized or sent the invoice in Sequence. If you send the invoice via Sequence at a later date, Sequence will automatically update the invoice date in QuickBooks accordingly.

You can navigate from the invoice in Sequence to QuickBooks.

When sending an invoice in Sequence, it will also be marked as sent in QuickBooks. QuickBooks will automatically send an email to your merchant email address containing the invoice PDF when this happens.

Sending or voiding an invoice in QuickBooks will update it in Sequence.

For invoices without a Stripe payment link, adding a payment in QuickBooks will update the invoice’s payment status in Sequence. 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 and additionally mark as paid in Sequence if the payment landed directly in your bank account without going via Stripe.

If an invoice failed to sync, you can manually re-sync the invoice to QuickBooks.

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Syncing credit notes

Whenever a credit note is finalized in Sequence it will automatically get pushed to QuickBooks as a credit memo.

You can navigate from the credit note in Sequence to QuickBooks.

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Currencies

QuickBooks enforces that any invoices or credit notes for a customer must always be in the same currency. If you are using multi-currency in your QuickBooks account then you can specify the currency for a customer. You should ensure that any invoices or credit notes that you raise in Sequence for a customer match its currency in QuickBooks otherwise these will fail to sync.

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Taxes

When pushing an invoice or credit note to QuickBooks, Sequence will use the default tax code set up for that customer in QuickBooks. This tax code will be applied to all line items. If a different tax rate has been specified in Sequence then the tax amounts will not match. Similarly if no default tax code has been set up for the customer in QuickBooks then no taxes will be applied on the QuickBooks invoice/credit memo.

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