You can link your Firm360 account to QuickBooks Online (QBO) to keep your Clients, Invoices, Time Tracking, and Payments in sync. Firm360 connects to QuickBooks Online through Intuit's secure API — it does not integrate with the QuickBooks Desktop app.
The integration is two-way:
- From Firm360 to QBO: the clients, invoices, and approved time you create in Firm360 are pushed to QuickBooks. Firm360 is your system of record for this data.
- From QBO to Firm360: if your firm collects payments in QuickBooks, those payments — and the resulting invoice balances — sync back into Firm360 so your reporting and client records stay current.
This is also useful for new Firm360 users, because you can import your existing QBO customer list to get up and running quickly.
Note: You must be an Admin to set up or change the integration. Firm360 Support enables the integration for your firm — contact support@myfirm360.com to turn it on and to set how you want payments to flow (see Choosing How Payments Flow below).
Connecting Firm360 to QuickBooks Online
- Navigate to System → Integrations → QuickBooks.
- Click Connect QuickBooks.
- Sign in to QuickBooks Online. When prompted to allow Firm360 access, click Connect.
- Choose the QuickBooks company you want to connect, if applicable.
Firm360 keeps a single active QuickBooks connection per firm. Connecting a new company replaces any previous connection. If your connection ever expires, you'll be prompted to reconnect from this same screen.
Once connected, enable the sync options you want on the Integrations page:
- Client Sync — required if you want Invoice or Time sync (it links records together).
- Invoice Sync
- Time Entry Sync — only if you run payroll in QBO.
- Hourly Sync — runs all enabled syncs automatically in the background. Some firms leave this off at first, push a few items manually to confirm they're happy, then turn it on.
Client Sync
- Click Import Clients to pull existing customers in from QuickBooks. (This does not de-duplicate against clients you've already added in Firm360 by other means — importing may create duplicates.)
- New or updated clients created in Firm360 sync to QuickBooks automatically. With Hourly Sync enabled, this happens in the background.
- To sync all clients immediately, click Sync Clients on the Integrations page.
- To sync one client immediately, click the Sync with QuickBooks icon on that client's Main tab.
- What syncs to QBO: client name, primary contact (name, email, phone), and billing address. Project details, notes, and internal fields do not transfer.
- If a matching client already exists in QuickBooks, Firm360 runs a duplicate check by name. Because names can vary (especially for married individuals), the check can occasionally miss and create a duplicate. If that happens, the new record is linked to Firm360 going forward — use QuickBooks' Merge Customer function to combine it with the existing record.
- A QB icon appears on the client's Main tab once linked. Hover over it to see the linked QuickBooks customer ID.
Editing client info: After a client is linked, make contact changes in Firm360 and sync them out — the synced fields above will update in QuickBooks.
Character rules for client names: Allowed characters are A–Z, a–z, 0–9, and , . ? @ & ! # ' ~ * _ ; + – and spaces. Characters like parentheses ( ), colons :, tabs, and line breaks are removed before syncing and may cause duplicates if they already exist in QBO.
Invoice Sync
- Map your Billable Categories (or Billable Types) to Products and Services in QuickBooks so invoices sync correctly. Go to Admin → Customizations, and enter a Code on each Billable Category that matches the name of the Service in QuickBooks.
- If your invoices roll up by Billable Type instead of Billable Category, put the QuickBooks lookup codes on the Billable Types (Admin → Customizations → Billable Types).
- If an invoice line is missing a mapped type, that line will not push to QuickBooks.
- New ("NEW" status) invoices sync to QuickBooks and are marked Processed Externally in Firm360. The invoice loads into QuickBooks using your existing QBO invoice template.
- You can also push invoices on demand: open the invoice, click Actions → Sync QuickBooks, or select multiple invoices and use the gear-icon Bulk Send to QBO.
- Check the Status column to confirm the result:
- New — waiting to sync
- Processed Externally — successfully synced to QBO
- Error — did not sync (hover the error icon for details)
Note: The Combine & Edit invoice feature cannot be used on an invoice that will sync to QuickBooks.
Invoice reconciliation (QBO → Firm360): When your firm collects payments in QuickBooks, Firm360 reads invoice balances back from QBO and keeps your ledgers in step — updating each invoice's balance and marking it Paid once fully paid. Firm360 still owns the status of invoices you haven't sent yet.
Payments
Firm360 supports payments in both directions, depending on where your firm chooses to collect them.
Choosing How Payments Flow
Your firm picks one of the following payment modes (Firm360 Support sets this for you):
Option 1 — Collect payments in Firm360. Clients pay by credit card or ACH inside Firm360 (via Stripe) or through the client portal. Those payments are recorded in Firm360 and pushed out to QuickBooks. You keep Firm360's full billing toolset: the Accounts Receivable, Client Payment Promptness, and Payments reports, automatic payment reminders, stored payment methods, and portal payments.
Option 2 — Collect payments in QuickBooks. Clients pay in QuickBooks, and those payments sync back into Firm360 automatically, along with the resulting invoice balances. This keeps your Firm360 client records and reporting accurate even though collection happens in QBO. When a firm first switches to this mode, Firm360 can backfill up to the last 12 months of QBO payment history.
Important: Choose the mode that matches where you want payments and payment reporting to live. If you're not sure which is right for your firm, contact support@myfirm360.com and we'll help you decide and enable it.
Time Entry / Payroll Sync
- Under Reports, open the Timesheets report.
- Once time entries are approved, they flow to QuickBooks.
For time sync to work, each staff member must be set up in QuickBooks Payroll, and their name and email must match their Firm360 user. If a specific rate is assigned, it should match Firm360 as well.
Note: Once an invoice is generated from a time entry, that time is locked and approved automatically.
Troubleshooting
- Invoice not syncing? Confirm the client is synced to QBO, check that the service items are mapped correctly, and review the message in the invoice's Status column.
- Errors: Use View Error Logs on the Integrations page to see sync errors by client, invoice, or time entry.
- Connection expired? Reconnect from System → Integrations → QuickBooks.
- Still stuck? Contact support@myfirm360.com.