QuickBooks – integration overview and setup

The QuickBooks integration keeps your invoices, bills, and expenses in sync between the two systems, so you can run reports, view financial data about your customers and projects, and track important metrics on your Scoro dashboard — without manual double-entry.

When coupled with Envoice, you can set up an end-to-end expense management workflow across Envoice, Scoro, and QuickBooks – here's how that works:

• Submit expenses in Envoice: Your team can capture receipts and submit expense reports in Envoice.
• Sync expenses to Scoro: Envoice digitizes and syncs the submitted expenses directly into Scoro for project linking and cost tracking.
• Sync the expenses to QuickBooks: Scoro automatically or manually pushes expenses to QuickBooks based on your sync settings, eliminating manual double-entry and ensuring your accounting ledger stays synchronized with real-time project costs. Reimbursable expenses are synced as bills to QuickBooks, and payment confirmation is sent back to Scoro. Non-reimbursable expenses sync to QuickBooks as expenses under your designated QuickBooks bank account. 

Most data — including contacts, invoices, and bills — syncs in both directions, either manually or automatically. Some, like projects, classes, and expenses, sync one way only. Once connected, you can configure exactly which data to sync and how.

If your Scoro site has multiple entities, you can connect each account to a different QuickBooks account. 

This article covers connecting QuickBooks to Scoro and how each type of data syncs once they're connected.

1. Connecting QuickBooks with Scoro

To connect your QuickBooks account with Scoro:

1. Go to Settings > Site settings > Integrations, then click on QuickBooks.
2. Click Connect to QuickBooks.
   
3. Select the company you want to link and authorize Scoro to access information in QuickBooks by clicking Connect. If you're not logged in to QuickBooks, you'll be prompted to log in to QuickBooks first.
   
4. If the currencies between Scoro and QuickBooks don't match, the connection cannot be activated. To fix this and connect both systems, choose between the following options:
   • Change the base currency used in Scoro under Settings > Sales and finance > Currencies
     OR
   • Change the currency or enable multicurrency in QuickBooks under Settings > Advanced > Currency.
     

Once you've made sure that the currencies match, refresh the page to finish the connection setup. After that, you'll see the integration settings page, where you can configure how information is shared between the two systems.

2. Configuring the integration settings

Once you've connected QuickBooks with Scoro, the Chart of accounts and tax rates are pulled automatically from QuickBooks. However, in order to save your integration setup and initiate the first data sync, you need to set up at least the following settings (and set up the rest of the details afterward):

• Select what data to sync
• Choose between automatic and manual synchronization
• Add the default income and expense accounts 

2.1. Select what data to sync

In the Settings section of the QuickBooks integration settings, you can enable the toggles for the data types you want to synchronize between QuickBooks and Scoro and customize:

• Products and services
  • Products can be synchronized in both directions, but only one way at a time.
  • Products are always synchronized between two systems when they are attached to a synchronized bill or an invoice, even if the Products toggle in the QuickBooks integration settings is disabled.
  • QuickBooks allows only one finance account to be linked to a product on the QuickBooks side. This means that if you choose a different finance account on a document line, with the sync to QuickBooks, the finance account field will get updated according to the saved data on the QuickBooks side.
• Contacts
  • Contacts can be synchronized in both directions, but only one way at a time.
  • When synchronization direction From Scoro is selected, all companies and persons that are on the suppliers or clients list in Scoro are imported to QuickBooks as customers or vendors. If a contact is listed as a client and a supplier, the (v) will be included in the vendor's name in QuickBooks.
  • If a customer or a vendor is an individual in QuickBooks, it will be synchronized to Scoro as a person.
  • When you sync a new contact from Scoro to QuickBooks, Scoro will send the contact over with the currency you've defined in the client profile. If you have not assigned any client profile to the contact, Scoro will use the site’s default currency when syncing the contact to QuickBooks. Once the currency has been set in QuickBooks, it can no longer be changed. 
  • Contacts are always synchronized between two systems when they are attached to an invoice or a bill, even if the Contacts category is disabled.
• Projects
  • Projects can be synchronized only from QuickBooks to Scoro.
  • New QuickBooks projects can be matched with already existing projects in Scoro
  • When matching QuickBooks projects with existing Scoro projects:
    • Project names in both systems have to match
    • Clients in both systems have to match (if the clients don’t match, a new contact is created to Scoro)
• Invoices
  • Invoices can be synchronized in both directions but only one way at a time.
  • Credit notes created from sales invoices are part of the invoices synchronization.
  • When syncing projects with invoices, don’t add multiple projects to one invoice, because QuickBooks doesn’t support adding multiple projects to one invoice. If multiple projects are added to an invoice in Scoro, the invoice won’t be connected to any of the projects in QuickBooks.
• Receipts
  • Payments can be synchronized in both directions, but only one way at a time.
• Bills
  • Bills can be synchronized in both directions, but only one way at a time.
  • When syncing projects with bills, you can use projects on each line.
• Expenses
  • Expenses can only be synced from Scoro to QuickBooks; you can't sync expenses from QuickBooks to Scoro.
    • Reimbursable expenses (paid back to the employee) sync to QuickBooks as bills. Once the bill is paid in QuickBooks — or once payments are synced back with the payment sync — the expense is marked as paid in both QuickBooks and Scoro. 
    • Non-reimbursable expenses (already paid with a company card) sync to QuickBooks as expense transactions and are posted to the bank or credit card account you choose. You can set a default bank account for these under Settings > Site settings > Integrations > QuickBooks, or choose the bank account while modifying the expense in Scoro.
  • If you also use Envoice, your team can submit their expense reports and receipts there. Envoice digitizes them and syncs them into Scoro, where they can be linked to projects and tracked as costs. From there, Scoro syncs them to QuickBooks based on your sync settings.
  • Once a non-reimbursable expense has a payment attached, most of its fields become locked — this matches how expenses generally work in Scoro, whether or not they're synced to QuickBooks. You can still update some fields, like the reference number or due date, and those changes will sync normally. If you need to change the amount, you'll need to delete the expense and recreate it — currently, this must be done manually on both the Scoro and QuickBooks side, in either order.
• Classes
  • QuickBooks Classes can be synchronized only from QuickBooks to Scoro.
  • To sync classes with Scoro, class tracking has to be turned on in QuickBooks, and they must be tracked per document line.
• Background items
  • Background items include data that changes less frequently and is required for the sync to work properly. This includes tax rates, finance accounts, and tracking classes.
  • Background items can be synced automatically (hourly, daily, or weekly) or manually (as needed).

You can also set a start date for each data type you've enabled – once set, all objects created or modified after this date will be included in the sync. Some things to note:

• The start date cannot be earlier than the first time QuickBooks was connected to Scoro.
• The date will be disabled after the initial sync.

2.2. Sync settings

The Sync settings section in the QuickBooks integration settings lets you further customize your data synchronization.

Synchronization

Use the Synchronization dropdown field in the Sync settings section to specify whether you want to sync the data between QuickBooks and Scoro automatically or manually:

• If you prefer automatic synchronization, you can choose between hourly, daily, or weekly sync frequency.
• With manual synchronization, you can instantly sync your data whenever you need in the following ways:
  • Sync all objects at once: Click the Synchronize now button in the QuickBooks integration settings.
    
  • Sync a single type of object (for example, only invoices) or only background items: Click the arrow button on the right-side end of the corresponding row.
    
  • Sync a single object over to QuickBooks: Open the object you want to sync – invoice, bill, receipt, expense, or contact – and click the QuickBooks actions buttons, then select Send to QuickBooks.
    • Invoices and bills can be sent until the payment is attached.

    • Receipts can be pulled from an invoice or bill until the sales document is fully received.

      

Default income and expense accounts

Use the Default expense account for bills and Default income account for products dropdown fields to set the default income and expense accounts for new products synchronized from Scoro to QuickBooks.

Key things to note about the default income and expense accounts:

• The default expense account is added to the synchronized bill line if no product is added.

• Even with the default income account applied, you can select a different one when modifying a product in Scoro and define the expense account (if required).

Sync documents without tax

Enable the Sync documents from QuickBooks without tax details if you'd like the bills synced over to Scoro to contain only the subtotal.

3. Advanced filtering

Instead of transferring all invoices, bills, and contacts between Scoro and QuickBooks, create bookmarks for specific items to be pushed from Scoro to the other system. 

Note! There are two filters that are not suitable for bookmark-based syncing between Scoro and QuickBooks and will be overwritten when these filters are added:

• Users - the filter selection will be ignored and ‘All users’ will be used
• 'Status' for invoices - will be ignored and 'All receipt statuses' will be used

If you use an automatic sync, then the integration will sync only the bookmarked documents to QuickBooks. And the rest of the documents, out of the bookmark, will not be synced.

If you use manual sync, then you must trigger the system to sync the bookmarked documents, either through the Synchronize now button from the settings panel: 

Or from the document list view, by selecting all bookmarked documents and using the QuickBooks action button: 

4. File sync

You can sync the invoice, bill, and expense attachments from Scoro to QuickBooks:

• Automatically – attachments will be synced along with the corresponding document.
• Manually – by using the Quick actions button in the document detailed view.

5. Modifying tax rates and finance accounts

When the QuickBooks integration is active, taxes and finance accounts cannot be modified in Scoro. Documents created with old tax rates will not be synced before tax rates are updated.

6. Frequently asked questions

Which QuickBooks versions are supported by Scoro?

Scoro can only be connected with QuickBooks Online. If you're using QuickBooks Desktop, you can easily convert it to QuickBooks Online with the help of this manual.

Which status is used for the invoices when sending them to QuickBooks?

Invoices are sent from Scoro to QuickBooks with the 'Open' status.

Does QuickBooks and Scoro sync multi-currency?

Yes, the QuickBooks and Scoro integration has multi-currency support, with the only limitation being that QuickBooks allows having one currency per contact. All the transactions related to that contact must be in the same currency.

How are the products matched between Scoro and QuickBooks during the initial sync?

Scoro and QuickBooks use product names to match the products during the initial sync.