QuickBooks

RushHour can send your invoices and customer payments to QuickBooks Online, so your books match what you billed in RushHour. If you use QuickBooks Desktop, export an IIF file instead — see Exporting an IIF file for QuickBooks Desktop.

Connecting QuickBooks Online

A company administrator connects QuickBooks once, under Settings → Integrations → QuickBooks:

1. Add your QuickBooks API keys (Client ID and Client Secret) and save them.
2. Click Connect and sign in to QuickBooks to allow RushHour access.

The QuickBooks card then shows the connection status:

Status	Meaning
Not Connected	QuickBooks has not been connected yet.
Connected	RushHour can send invoices and payments.
Connection Expired / Disconnected	RushHour can no longer reach QuickBooks. Click Reconnect and sign in again.

To stop sending to QuickBooks, click Disconnect.

For more about integrations, see Integrations.

Automatic or manual sending

Once QuickBooks is connected, choose how invoices are sent under Settings → Billing → Invoice Preferences → Send to QuickBooks:

Option	What happens
Automatic	RushHour sends each invoice as soon as it is eligible (see below) — for example when it is approved, or when its order is closed — and sends it again after it is edited.
Manual	Nothing is sent until someone clicks Send QB.

In Automatic mode, a new payment is sent when it is recorded by a user who has the Send QB permission. Payments recorded by other users, including payments your customers make in the Customer Portal, are not sent automatically — send them yourself as described below.

Which invoices and payments can be sent

An invoice can be sent to QuickBooks when all of these are true:

• It is Approved.
• It is the order's Default invoice (or it is not linked to an order).
• Its order is Closed, if it is linked to one.

In Automatic mode, an invoice that is not eligible yet is not lost: its audit log shows Awaiting QuickBooks Eligibility, and RushHour tries again when the invoice is approved or edited, or when its order is closed.

A payment is sent only when every invoice it is applied to is already in QuickBooks. Until then it waits, and the audit log shows Payment Awaiting QuickBooks Eligibility.

What RushHour sends

• Customer — RushHour looks for the customer in QuickBooks by the customer's email address, then by an exact match on the customer name. If neither matches, it creates the customer in QuickBooks. To avoid duplicates, make sure the customer's name in RushHour matches the name used in QuickBooks.
• Invoice — the invoice number, issue date, due date, currency and each invoice line with its description, quantity and amount. Sending an invoice that is already in QuickBooks updates the existing QuickBooks invoice instead of creating a second one.
• Payment — the payment, linked to the QuickBooks invoices it pays.

Sending manually

Invoices:

1. In the Accounting list, tick the invoices you want to send.
2. Click Send QB.
3. If some of the selected invoices were already sent, RushHour lists them and asks whether to send them again. Confirm sends everything you selected; Cancel sends only the ones that were never sent.

Sending an invoice this way also sends the payments applied to it.

A single payment: expand an invoice row, open the payment's ⋮ menu and choose Send To QuickBooks.

When the send finishes, RushHour shows pop-up messages titled QuickBooks export result (or QuickBooks export failed). They group the invoice and payment numbers by what happened to them, with a message explaining any problem:

Result	Meaning
Sent	Now in QuickBooks.
Rejected by QuickBooks	QuickBooks refused it. Review its details and send it again.
Queued for retry	It changed in QuickBooks while RushHour was updating it. RushHour retries automatically.
Failed to send	It could not be sent. Send it again once the problem is fixed.
Skipped	It was not sent — for example, it was deleted, is not the approved default invoice, or its order is not closed yet.

Checking an invoice's QuickBooks status

The QB icon next to each invoice shows whether it has been sent, whether it was edited after sending, or whether sending failed. Hover over it for details:

• Failed to send to QuickBooks. Send it again when the problem is fixed.
• Sending to QuickBooks failed. It is being retried automatically.

To find problem invoices quickly, use the QuickBooks Export filter in the Accounting filter view and choose Failed or Retrying. The invoice audit log also records Sent QB and QB Error entries.

Letting the AI assistant export to QuickBooks

In the QuickBooks settings you can turn on Allow the AI assistant to export to QuickBooks. It is off by default. When it is on, the assistant's QuickBooks export action becomes available for invoices and payments. Every export still needs your confirmation on the card the assistant shows. See AI assistant.

Permissions

Permission	Needed to
Send QB	Send invoices and payments to QuickBooks, and use Add to QB / Cancel QB.
View Invoices and Payments	See QuickBooks status icons and filters.

Connecting, reconnecting and disconnecting QuickBooks is done by company administrators.

Coming soon

A QuickBooks sync health view — showing every invoice and payment that is waiting, retrying or failed, with the error QuickBooks returned and a way to retry them — and an in-app warning when the QuickBooks connection needs to be renewed are being prepared.