Field Promax

QuickBooks Online Integration

The QuickBooks Online (QBO) integration connects your FieldPromax account with your QuickBooks Online company, enabling real-time synchronization of customers, products, and invoices. This eliminates double data entry and keeps your accounting records in sync with your field service operations.

Before you start:

  • You need an active QuickBooks Online account (Simple Start, Essentials, Plus, or Advanced).
  • You must be an administrator in both FieldPromax and QuickBooks Online.
  • If you are currently connected to Xero, you must disconnect it before connecting QuickBooks Online. FieldPromax supports one accounting integration at a time.

How to Access

Navigate to Integrations → QuickBooks Online.

Connect Your QuickBooks Online Account

  1. On the QuickBooks Online integration page, click the Connect to QuickBooks button.
  2. A QuickBooks authorization window opens. Sign in with your Intuit credentials if prompted.
  3. Select the QuickBooks company you want to connect and click Authorize.
  4. You are redirected back to FieldPromax. The integration status changes to Connected.

Result: Your FieldPromax account is now linked to your QuickBooks Online company. The initial sync begins automatically.

Initial Sync

When you first connect, FieldPromax synchronizes the following data from QuickBooks Online:

  • Customers — your QuickBooks customer list is imported into FieldPromax. Existing customers are matched by name and email to avoid duplicates.
  • Products and Services — your QuickBooks items (products and services) are imported into your FieldPromax product list.
  • Projects — if you use QuickBooks Projects, they can be synchronized with FieldPromax projects.

The initial sync may take a few minutes depending on the size of your QuickBooks data. You can continue using FieldPromax while the sync runs in the background.

Ongoing Sync Behavior

After the initial sync, FieldPromax and QuickBooks Online stay in sync through the following mechanisms:

  • New customers created in FieldPromax are automatically created in QuickBooks Online.
  • Product updates are synchronized between both systems.
  • Invoices created in FieldPromax can be sent to QuickBooks Online for accounting purposes.

Send Invoices to QuickBooks Online

  1. Create and finalize an invoice in FieldPromax (see Creating & Sending Invoices).
  2. When you send or save the invoice, it is automatically pushed to QuickBooks Online if the integration is active.
  3. The invoice appears in your QuickBooks Online account under the corresponding customer, with all line items, amounts, and tax details.

Result: Your QuickBooks accounting records are updated without manual re-entry.

Sync Troubleshooting

If you encounter sync issues, try the following common fixes:

  • Authorization expired — QuickBooks access tokens expire periodically. If you see an authorization error, disconnect and reconnect your account to refresh the token.
  • Duplicate customers — if a customer exists in both systems with slightly different names, FieldPromax may create a duplicate. Merge the duplicate records in QuickBooks Online and re-sync.
  • Missing invoices — verify that the invoice was finalized in FieldPromax (draft invoices are not synced). Also confirm that the customer on the invoice has a matching QuickBooks record.
  • Product mismatches — ensure product names and SKUs match between systems. Products are matched by name during sync.
  • Connection lost — if the integration shows as disconnected unexpectedly, your QuickBooks subscription may have lapsed or the app authorization was revoked in QuickBooks. Reconnect to restore sync.

Important: Always verify that your QuickBooks Online subscription is active before troubleshooting sync issues. An expired QuickBooks subscription will cause all sync operations to fail.

Disconnect QuickBooks Online

  1. On the QuickBooks Online integration page, click Disconnect.
  2. Confirm the disconnection when prompted.

Result: The integration is deactivated. Existing data in both systems is preserved, but no further synchronization occurs.

Tip: Run the initial QuickBooks sync during off-hours or a slow period. Large customer and product lists can take several minutes to import, and performing the sync when your team is less active reduces the chance of confusion from partially synced data.

Next Steps