Click your name in the bottom-left corner of Kinabase and select Settings.
Navigate to Integrations → Accounting Integration.
Find QuickBooks in the list of providers and click Connect.
You will be redirected to Intuit to sign in and authorise Kinabase.
Pick the QuickBooks company you want to connect (if you have access to more than one), review the requested permissions, and click Connect.
Intuit redirects you back to Kinabase. A confirmation alert reads "Successfully connected to QuickBooks".

After connecting, Kinabase automatically pulls your Tax Codes and Chart of Accounts from QuickBooks.

Unlike Xero, QuickBooks is connected to a single company per integration. To switch companies, Disconnect and reconnect to the company you want.

Reference Data Synced From QuickBooks

When you connect QuickBooks, Kinabase populates two system collections:

Tax Codes

Each QuickBooks tax code is imported with its name and status. Note that QuickBooks does not expose a single rate per code, so the rate field is left blank for QuickBooks-synced tax codes.

Chart Of Accounts (Ledger Codes)

Each QuickBooks account is imported with its name, account number (if set), account type, and class (Asset, Liability, Equity, Revenue, Expense).

You can re-sync at any time from the three-dot menu on the QuickBooks row in Settings → Integrations → Accounting Integration by clicking Sync Reference Data.

When the integration is disconnected, the synced tax codes and ledger codes are archived but kept for historical records.

Customers and Suppliers in QuickBooks

QuickBooks stores Customers and Suppliers as separate entities, so a single QuickBooks contact cannot be both. Kinabase reflects this when you create or link contacts.

When you click Create new contact from a Kinabase record, you'll be asked:

QuickBooks stores customers and suppliers separately. Choose which type to create:
Customer - Use for invoice and receivable contacts.
Supplier - Use for bill and payable contacts.

This choice determines:

Where the contact appears in QuickBooks

Customers are listed under Sales → Customers; Suppliers under Expenses → Suppliers.

Which transactions can be created against it

Invoices can only be linked to Customers. Bills can only be linked to Suppliers. Kinabase will tell you if you try to use the wrong type:

"Invoices can only be sent to customers. The linked contact is a supplier - please link a customer contact instead."

When linking a collection configured as Invoices, the contact search is automatically filtered to Customers. For Bills, it filters to Suppliers.

Link Records to QuickBooks

Once QuickBooks is connected, the Accounting pane appears in each collection's configuration. Use it to choose what records

Record

An individual entry within a Collection, like a row in a database table, representing one item or entity.

in that collection represent:

Customers & Suppliers

Each record can be linked to a QuickBooks customer or supplier. Outstanding receivables and payables appear in the record sidebar.

Products & Services

Each record can be linked to a QuickBooks item. Sales and purchase pricing appear in the sidebar. QuickBooks item types such as Category, Discount, Other Charge, Payment, Sales Tax, Subtotal, and Description Only are not linkable.

Invoices

Records track invoices created from their line items, including coverage and payment status.

Bills

Records track bills created from their line items, including coverage and payment status.

For a full walkthrough, see our guide on configuring collections for accounting.

Use QuickBooks on a Record

Open any record in a collection that has QuickBooks linking enabled. A QuickBooks card appears in the sidebar with these controls:

Link - search for an existing QuickBooks customer, supplier, item, invoice, or bill, or create a new one.
Sync (refresh icon) - pull the latest data. A tooltip shows when it last synced.
Open in QuickBooks (external link icon) - open the linked record in QuickBooks Online.
Unlink - remove the connection. The QuickBooks record is untouched.

Creating an Invoice or Bill

On collections configured for Invoices or Bills, a Create Invoice (or Create Bill) button is available. The modal lets you:

Tick the line items to include.
Adjust quantities (where not driven by a mapped field).
Override the tax code and ledger code for each line.
See per-line totals and the overall total.

Click Create Invoice (or Create Bill) to push the transaction to QuickBooks.

QuickBooks does not have a Draft status equivalent to Xero. Invoices and bills created from Kinabase are posted to QuickBooks immediately. The Kinabase status reflects whether the transaction has been Sent, Paid, or simply Approved based on QuickBooks's state.

Disconnecting QuickBooks

Go to Settings → Integrations → Accounting Integration.
Open the three-dot menu on the QuickBooks row.
Click Disconnect and confirm.

Kinabase stops syncing immediately. Records that were linked to QuickBooks customers, suppliers, items, invoices, or bills keep their last-known data for reference, but Sync and Create actions will no longer be available. Tax Codes and Ledger Codes are archived.

Connecting Xero while QuickBooks is connected will disconnect QuickBooks automatically. Kinabase will warn you with a Switch Accounting Provider dialog first.

QuickBooks-Specific Notes

Things to know about QuickBooks

Customers and Suppliers are separate

A QuickBooks contact is either a Customer or a Supplier - not both. When creating a contact from Kinabase, choose the type that matches how you'll transact with them.

Tax rates aren't pulled per code

QuickBooks doesn't expose a single percentage rate per tax code (codes can include multiple tax components). The rate field on QuickBooks-synced tax codes is therefore blank.

No draft status

Invoices and bills are created live in QuickBooks - there's no draft state to review before posting.

Status mapping

Kinabase infers invoice status: Paid when the balance is zero and a total is set; Sent when QuickBooks reports an email was sent; otherwise Approved. Bills are Paid when the balance is zero, otherwise Approved.

Some item types can't be linked

Category, Discount, Other Charge, Payment, Sales Tax, Subtotal, and Description Only items are filtered out of the linkable items list.

Troubleshooting

Common issues and solutions

Invoices can only be sent to customers

You tried to create an invoice against a record whose linked contact is a Supplier. Link a Customer contact instead, or create a new Customer in QuickBooks from the record.

Bills can only be sent to suppliers

You tried to create a bill against a record whose linked contact is a Customer. Link a Supplier contact instead.

Item creation fails without a price

QuickBooks rejects new items that reference an income or expense account without a matching sales or purchase price. Provide the price (or remove the account reference) and try again.

QuickBooks returned incomplete data required for updating

Every update to a QuickBooks record requires its latest SyncToken. Click Sync on the record's QuickBooks card to refresh the token, then retry.

Connection error after token expiry

If Kinabase shows an Error badge for QuickBooks, open the integration row to see the message. Disconnect and reconnect to re-authorise.

Connecting your Kinabase to your accounting system helps streamline your day to day activities and align your operations and financial processes.

For more help contact your System Admin or our Support Team.

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