QuickBooks Integration

If you already use QuickBooks Online, connect it to StagePulse. Invoices you send from StagePulse appear in QuickBooks automatically; payments recorded in QuickBooks sync back to StagePulse. You never have to double-enter anything.

Connecting QuickBooks

1. Go to Settings → Payments
2. Click Connect QuickBooks
3. Sign in to your QuickBooks Online account in the popup
4. Authorize StagePulse to access your invoices, customers, and payment data
5. Pick which QuickBooks company to connect (if you have more than one)

Connection takes about 30 seconds. You'll see a "Connected" badge once it's done.

What Gets Synced

From StagePulse to QuickBooks:

• Invoices you create and send
• Line items, quantities, and totals
• Customer records (StagePulse contacts become QuickBooks customers, matched by email)
• Invoice numbers (using your QuickBooks numbering)

From QuickBooks to StagePulse:

• Payment status (Paid, Partial, Outstanding, Void)
• Payment dates
• Any manual adjustments you make in QuickBooks

Sync is near-real-time — usually within a minute of a change on either side.

Customer Matching

When you send an invoice for a contact, StagePulse looks for a matching QuickBooks customer by email. If one exists, that customer is used. If not, a new QuickBooks customer is created using the contact's name, email, and company.

If you want to match a StagePulse contact to an existing QuickBooks customer that has a different email, you can manually link them from the contact's page.

Tax Handling

QuickBooks handles tax for you — StagePulse just respects whatever QuickBooks says. Enable automatic sales tax in your QuickBooks account and rates are applied based on customer location. Tax details sync back into StagePulse so the invoice displays correctly on both ends.

If you don't use QuickBooks automatic tax, you can add tax as a line item manually.

Importing Past Invoices

If you have historical invoices in QuickBooks and want StagePulse to know about them:

1. Go to Invoices → Import
2. Pick QuickBooks as the source
3. StagePulse pulls invoices and shows them in a preview
4. For each invoice, match to an existing StagePulse project or create a new one
5. Confirm

This is how stagers onboarding from QuickBooks get up and running fast — no data entry of old jobs.

Disconnecting

Under Settings → Payments, click Disconnect QuickBooks. Existing invoices stay in both systems; new invoices in StagePulse won't sync until you reconnect.

Troubleshooting

"Connection expired" QuickBooks OAuth tokens expire after extended inactivity. Reconnect from Settings → Payments. No data is lost.

"Invoice failed to sync" Usually a QuickBooks validation error — most commonly a missing required field (customer email, tax info). Check the error message on the invoice; fix the underlying data in either system.

"Payment paid in QB but still shows outstanding in StagePulse" Sync can lag by up to a minute. If it's been longer, try opening the invoice in StagePulse — it forces a refresh of status from QuickBooks.

Related

• Invoicing Overview
• Stripe Setup — if you also want to accept online payments