QuickBooks Online
The QuickBooks Online integration sends the invoices you create in RushHour, and the customer payments recorded against them, to your QuickBooks Online company. You keep billing in RushHour; your accountant sees the same figures in QuickBooks.
This page covers connecting and maintaining the integration. For day-to-day use — which invoices are eligible, sending manually and reading the QuickBooks status icons — see QuickBooks in Accounting.
The integration works with QuickBooks Online. For QuickBooks Desktop, export an IIF file from Accounting instead — see Sending and downloading invoices.
What you need
- A QuickBooks Online company, and a QuickBooks user who can sign in to it and approve access for an app.
- An app in the Intuit Developer portal that belongs to your company. RushHour connects through your own app, so you need its Client ID and Client Secret.
- RushHour's redirect address added to that app's list of allowed redirect URIs. Intuit only returns you to RushHour after sign-in if the address is on that list. Contact RushHour support for the exact address to add.
- In RushHour, the Company Admin role together with the Intergrations permission.
Connect QuickBooks
- Go to Settings → Integrations and find the Quickbooks row.
- Select Add Keys. Enter the Client ID and Client Secret from your Intuit app and select Save.
- The row now shows Edit Keys and Connect. Select Connect.
- You are taken to Intuit. Sign in, choose the QuickBooks company to connect, and allow access.
- Intuit sends you back to Settings → Integrations. The row reads Connected.
RushHour renews its access to QuickBooks automatically while the connection is in use. You don't need to sign in again unless the status changes to Connection Expired.
Choose automatic or manual sending
With QuickBooks connected, decide when invoices are sent under Settings → Billing, in the Send to QuickBooks setting:
- Automatic — RushHour sends each invoice as soon as it becomes eligible, and sends it again when it changes.
- Manual — nothing is sent until someone selects Send QB in Accounting.
The details of each mode are in QuickBooks in Accounting.
Let the AI assistant work with QuickBooks
The QuickBooks keys dialog has an Allow the AI assistant to export to QuickBooks option, off by default.
- With QuickBooks connected, the assistant can already look up your connection status and search customers and invoices in QuickBooks.
- With the option turned on, it can also propose sending a specific invoice or payment. Nothing is sent until someone confirms the card the assistant shows. See Actions and confirmations.
What is sent, and when
Information flows one way, from RushHour to QuickBooks. RushHour does not import customers, invoices or payments from QuickBooks, and changes made in QuickBooks don't flow back.
| RushHour record | Sent as | When |
|---|---|---|
| Invoice | A QuickBooks invoice with your RushHour invoice number, dates, currency and one line per invoice line (description, quantity, amount). Sending it again updates the same QuickBooks invoice. | When it becomes eligible (Automatic mode), or when someone selects Send QB |
| Customer | Looked up in QuickBooks by the email address the customer had when it was added to RushHour, then by exact customer name. If neither matches, RushHour creates the customer in QuickBooks. | Whenever an invoice or payment for the customer is sent |
| Payment | A QuickBooks payment linked to the invoices it pays | Together with its invoice; in Automatic mode also as soon as it is recorded by a user with the Send QB permission; or when someone selects Send QB. In every case only once each invoice the payment is applied to is already in QuickBooks. |
If sending fails because of a temporary problem, RushHour keeps the invoice or payment in a retry queue and tries again in the background every few hours, for a limited number of attempts. Retries only run while QuickBooks is connected.
Connection statuses
| Status | What it means | What to do |
|---|---|---|
| Not Connected | QuickBooks has never been connected. | Add your keys and select Connect. |
| Connected | RushHour can send to QuickBooks. | Nothing. |
| Connection Expired | RushHour's access has lapsed. A Reconnect needed! warning appears on the row. | Select Reconnect and sign in to Intuit again. |
| Disconnected | Someone disconnected QuickBooks in RushHour. | Select Connect when you want to use it again. |
While the status is anything other than Connected, nothing is sent to QuickBooks — neither automatically nor from the retry queue.
Disconnect QuickBooks
- Go to Settings → Integrations.
- On the Quickbooks row, select Disconnect and confirm.
RushHour stops sending to QuickBooks and forgets its access to your QuickBooks company. Your Client ID and Client Secret stay saved, so you can select Connect again later. Invoices and payments already in QuickBooks are not changed or removed.
If you also want to remove RushHour's access on the Intuit side, do that from your Intuit or QuickBooks account.
Common issues
The Connect button doesn't appear. Keys must be saved first. Select Add Keys (or Edit Keys), enter both values and save. Only Company Admins can see and save keys.
After signing in to Intuit, the row still says Not Connected. Check that the Client ID and Client Secret belong to the Intuit app you are signing in through, and that RushHour's redirect address is on that app's list of redirect URIs. Then select Connect again.
The status changed to Connection Expired. Select Reconnect and sign in to Intuit. Invoices approved, edited or closed while the connection was down were not sent automatically; find them in Accounting with the QuickBooks Export filter and send them with Send QB.
An invoice went to the wrong QuickBooks customer, or a duplicate customer was created. RushHour looks for the QuickBooks customer by the email address the customer had when it was first added to RushHour, and then by exact name. Changing the customer's email in RushHour later doesn't change the address used for this lookup, which is also the billing email RushHour puts on the customer's QuickBooks invoices. Before sending the first invoice for a customer, check the customer in QuickBooks: its email should match the one the customer was created with in RushHour, or its display name should be exactly the same as the customer's name in RushHour. If the customer's email has changed since it was added, rely on the name and make the two identical.
A payment made in the Customer Portal isn't in QuickBooks. When a payment is recorded for an invoice that is already in QuickBooks, Automatic mode sends it straight away only if the person recording it has the Send QB permission. Customers paying in the Customer Portal normally don't, and neither do team members without that permission. Such a payment goes to QuickBooks the next time its invoice is sent again (for example after the invoice is edited), or you can send it yourself with Send QB — see QuickBooks in Accounting. Payments recorded before their invoice first reaches QuickBooks are sent together with the invoice.
An invoice or payment was rejected by QuickBooks. The QuickBooks export result dialog and the invoice's audit log show the message QuickBooks returned. Correct the problem in RushHour or in QuickBooks, then send it again.
- A Sync health view under Settings → Integrations listing every invoice and payment that is waiting, retrying or failed, with the error QuickBooks returned, a way to retry them, and a count of attempts you can reset.
- A warning in the Company Portal, and an optional notification, when the QuickBooks connection needs to be renewed.