How to Integrate with QuickBooks

How to Integrate Spectora with QuickBooks

Support Team avatar
Written by Support Team
Updated today

Integrating your Spectora-powered company with Quickbooks is as simple as a few clicks.

How the Integration Works

When you integrate your Spectora account with Quickbooks, the two platforms communicate when you schedule inspections, when invoices are made in Spectora, and when payments are received.

  • You book an inspection in Spectora, and QB creates a Customer in Quickbooks for the client listed on the inspection.

  • Once the inspection is booked in Spectora with services and fees, an Invoice is created in Quickbooks for the inspection.

  • When the client's payment is received in Spectora, a Payment is created in Quickbooks.

    • Note: This does NOT integrate with Quickbooks payment processor. You must be using our built-in payments option.

  • The Quickbooks Integration auto-syncs every evening so you can stay on top of your bookkeeping.

How to Set Up the QuickBooks Integration

Setting up the integration is quick and easy! Follow these steps to get started.

  1. Log into your Spectora account and navigate to Settings > System Integrations > QuickBooks

2. This will prompt you to log in to your QuickBooks account and connect your accounts

3. You're done! ✅

What You'll See in QuickBooks and Spectora

  • Once set up, Spectora will start generating and sending sales receipt information one time per day, in the evening, to your QuickBooks Online account.

  • On the inspection details page, you will see your Quickbooks Doc Number and the last time this inspection synchronized with Quickbooks:

  • The doc number is created with sp for Spectora and the internal payment ID. The internal payment ID is created when the inspection details are updated to show the paid status is changed from false to true. The payment ID can be found in the changelog of the inspection:

    Inspections 2024-01-30 at 2.05.37 PM

Important Information

  • This integration currently only works with Quickbooks Online. It does not integrate with Quickbooks Self Employed or Quickbooks Desktop.

  • This integration is reporting only. Spectora will send numbers to Quickbooks and pull numbers from your Quickbooks account.

  • At this time, the Quickbooks integration is not compatible with Canadian companies due to different tax requirements.

Frequently Asked Questions

  • Where does the payment number come from?

    • This number is generated by QuickBooks. You'll see sp (or spp) followed by the internal Spectora payment ID number.

  • If my client adds an add-on service a few days after scheduling and then makes a payment, does that inspection re-sync automatically?

    • Yes! When the payment is received in Spectora, the integration will automatically sync that evening and capture that new payment.

  • Why am I not seeing a payment in QB for an ACH/bank transfer payment?

    • ACH payments will not post to QuickBooks until they have fully processed, which can take about 4 business days to complete.

  • Why was this change made for ACH payments?

    • This was done because it was creating accounting issues and extra work whenever an ACH payment would fail but had already been posted to QuickBooks.

    • Before this change, inspectors/office staff members would have to make sure to catch the failed payment and go back into their QuickBooks to delete the payment since it never went through. Adjusting it so that the payments do not show until it is cleared provides a more accurate record of the payment in QuickBooks.

Enjoy! If you have any questions or feedback, write into our chat bubble or email!

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