Quickbooks Online

Last updated: October 7, 2026

qbo-online.webp

Overview

The QuickBooks Online integration connects your Coperniq account with QuickBooks Online to sync customers, projects, invoices, and payments. This keeps financial records aligned in both systems without re-entering them.

How it works

The integration operates in two directions.

From Coperniq to QuickBooks

  • Clients → Customers. When a project enters a phase that has the QuickBooks integration configured as a trigger, Coperniq creates the client as a customer in QuickBooks, or links an existing customer.

  • Projects → Jobs (sub-customers). On that same phase, the project becomes a job under the customer. The job is set to bill with the parent, so it uses the parent customer's billing setup.

    • Note: QBO's Project object is not available via their API, however sub-customers can be manually converted to Projects in QBO.

  • Invoices. When invoice sync is on, invoices created or edited in Coperniq sync to QuickBooks. QuickBooks assigns the invoice number. The invoice is attached to the project's job, or to the client when the invoice is client-level. An invoice billed to a financier is attached to a job under that financier.

  • Payments. When invoice sync is on, payments recorded in Coperniq sync to QuickBooks and are applied to the matching invoice.

Creating an invoice can also create the customer and job if the phase trigger has not run yet.

From QuickBooks to Coperniq

  • Invoices. Invoices created or edited in QuickBooks sync to Coperniq when they belong to a customer or job that Coperniq already linked, and invoice sync is on. Only accounts-receivable invoices are included.

  • Payments. A payment recorded in QuickBooks against a synced invoice is added in Coperniq and updates that invoice's paid amount and status.

What you can control

Workflow trigger

Choose which workflow phases create the customer and job. You can select one phase per project workflow. When a project enters a selected phase:

  • The client is created in QuickBooks, or linked to an existing customer

  • The project is created as a job under that customer

Invoice sync

Turn invoice and payment sync on or off at any time. When it is on:

  • New invoices in Coperniq sync to QuickBooks, and later edits sync too

  • New payments in Coperniq sync to QuickBooks

  • Invoices and payments created in QuickBooks sync back when the customer or job was linked from Coperniq

When it is off, only the phase trigger syncs customers and jobs.

Matching

Coperniq looks for an existing QuickBooks customer before creating one. You choose the fallback matching key: the account name or the primary email. If a customer is found, Coperniq links to that customer and leaves the QuickBooks record as it is. If none is found, Coperniq creates one. Matching prefers a QuickBooks customer over a vendor that shares the same name or email.

Default field mapping

These fields are mapped for you.

Customer (Coperniq → QuickBooks)

Coperniq field

QuickBooks field

Description

Contact name

Name

Customer display name

Primary email

Email address

Primary email

Primary phone

Phone

Primary phone

Client street

Billing address — street

Billing street

Client city

Billing address — city

Billing city

Client state

Billing address — state

Billing state

Client zip code

Billing address — zip

Billing zip code

Job (Coperniq → QuickBooks)

Coperniq field

QuickBooks field

Description

Project title

Job name

Combined with the project number, value, and size. See below.

Site street

Billing address — street

Job site street

Site city

Billing address — city

Job site city

Site state

Billing address — state

Job site state

Site zip code

Billing address — zip

Job site zip

New customers and jobs are created as active. Amounts are in US dollars.

Invoice custom fields

You can fill QuickBooks invoice custom fields from Coperniq when an invoice syncs. Fields are created in QuickBooks (Settings → Custom fields). A field shows up in Coperniq after it has a value on at least one QuickBooks invoice.

You can map each field to:

  • An invoice value: invoice number, title, description, issue date, or due date

  • A project or opportunity property

  • An account property

Values are written when the invoice syncs. Editing a mapped property also refreshes invoices already in QuickBooks. QuickBooks accepts up to 31 characters. A number field receives a number, and a value that cannot be converted is skipped. Voided, canceled, and archived invoices are left unchanged, as are invoices in a closed QuickBooks period.

How customers and jobs are created

Customer

When a project enters a configured phase:

  1. Coperniq checks for a customer with the same name or email, depending on your matching key.

  2. If one exists, that customer is linked and not overwritten.

  3. If none exists, Coperniq creates a customer with the name, email, phone, and billing address.

Clients are not synced just because an account is created in Coperniq. They sync when a project enters a configured phase, or when an invoice sync needs a customer that is not there yet.

Jobs

Each project becomes a job under its customer:

  • The job name is built from the project title, project number, project value, and system size. Empty value or size is left out. Example: John Smith | #12345 | $25,000 | 10.5 kW

  • If that name is already taken, Coperniq appends a suffix such as (#2) or (#3).

  • The job bills with the parent customer.

  • The job address is the project site address.

  • Entering the phase again reuses the same job. A job that already exists in QuickBooks under that customer is linked instead of duplicated.

  • If the project title, value, or size later changes, the job name in QuickBooks is updated. A (#2) suffix is kept.

  • An invoice billed to a financier creates a separate job under the financier. The same project can have one job under the homeowner and another under the financier.

How invoices are synced

Creating an invoice in Coperniq

When invoice sync is on:

  1. Coperniq creates the invoice in QuickBooks and QuickBooks assigns the invoice number.

  2. The invoice is linked to the job, the client, or the financier's job, based on who is billed.

  3. Issue date, due date, and the invoice description (as the customer memo) are sent.

  4. Line items sync with description, quantity, unit price, and amount. A line that bills a portion of a price is sent as one unit of that charge, with the portion noted in the description.

  5. A discount syncs as a QuickBooks discount, applied before tax. Sales tax on the invoice is included.

  6. Catalog items that were synced before stay linked. A catalog item with no QuickBooks item yet is created there as a service or non-inventory item, on an income account, with its price. If QuickBooks has no income account to post to, the line is sent with a description only.

  7. Mapped invoice custom fields are filled in after the invoice is created.

An invoice that was created from QuickBooks is not sent back to QuickBooks.

Updating an invoice in Coperniq

Edits in Coperniq update the QuickBooks invoice: line items, amounts, discount, due date, memo, and the customer or job. QuickBooks recalculates the total. Line items on a synced invoice are replaced with the lines from Coperniq.

Invoices created or edited in QuickBooks

If the invoice is for a customer or job Coperniq already linked:

  • It appears in Coperniq on the matching project or client

  • The QuickBooks invoice number becomes the Coperniq invoice title

  • The memo becomes the description

  • Due date and issue date are copied. A date an accountant changes in QuickBooks is kept in Coperniq

  • Line items are copied, including a discount edited in QuickBooks. A percentage discount stays a percentage

  • QuickBooks items are matched to Coperniq catalog items. A new QuickBooks item is added to the catalog with its name, price, and cost. A line with no match uses the catalog item External Item (QBO)

  • An invoice with no line items is created as a single line for the total

Invoices that bill project scope keep their Coperniq line items. Those lines are the billing record for the work, so QuickBooks line edits do not replace them.

Invoices for QuickBooks customers that were never linked from Coperniq are not imported.

How payments are synced

Recording a payment in Coperniq

When invoice sync is on:

  1. Coperniq creates the payment in QuickBooks and applies it to the invoice. If that invoice is not in QuickBooks yet, it is created first.

  2. The payment method is matched to a QuickBooks payment method. If that method does not exist in QuickBooks, QuickBooks uses its default method.

  3. The payment is deposited to Undeposited Funds. If that account is missing, Coperniq creates an Other Current Asset account named Coperniq Payments and uses that.

Payment method mapping:

  • Cash → Cash

  • Check → Check

  • ACH → ACH

  • Credit card → Card

  • Klarna → Card

  • Affirm → Card

  • Other → Other

Payments recorded in QuickBooks

A new payment against a synced invoice:

  • Appears in Coperniq and is linked to that invoice

  • Updates the invoice's paid amount

  • Marks the invoice paid or partially paid

If one QuickBooks payment is applied to several invoices, Coperniq records it against the first invoice. A payment that is not applied to an invoice is skipped. Payments that originated in QuickBooks are not sent back to QuickBooks.

Catalog items

From Coperniq to QuickBooks

On invoice sync, Coperniq reuses the QuickBooks item already linked to a catalog item. If there is no link, it creates one (service or non-inventory) and stores the link for next time.

From QuickBooks to Coperniq

Line items that carry a QuickBooks item are matched to an existing catalog link or added to the catalog. Lines that cannot be matched use External Item (QBO).

Closed books

QuickBooks can close the books through a date. Coperniq reads that date about once a week, and you can sync it from the integration page at any time.

Invoices dated on or before the closing date are locked. Changes to those invoices do not sync, and the invoice shows a lock with the note "In a closed QuickBooks period — changes won't sync." If QuickBooks has no closing date, the integration page shows that the books are open.

Other behavior

Duplicates

Coperniq keeps a link between each Coperniq record and its QuickBooks record. An invoice or payment that already synced is not created again. A job is reused for the same project and parent customer.

Timing

Customer and job creation follows the phase change. Invoice and payment changes sync shortly after they are saved, using updates from QuickBooks as they happen. Custom-field updates that follow a property edit are grouped and sent within about a minute. The book-closing date refreshes weekly unless you sync it manually.

Currency

US dollars only. Coperniq stores amounts in cents, and QuickBooks uses dollars.

Getting started

  1. Connect QuickBooks. Authorize QuickBooks Online from the Coperniq integrations page.

  2. Choose phase triggers. Select the project phase, one per workflow, that should create the customer and job.

  3. Set matching. Choose whether existing customers are found by account name or primary email.

  4. Turn on invoice sync if invoices and payments should sync both ways.

  5. Map invoice custom fields if QuickBooks invoices should carry Coperniq values. Create the fields in QuickBooks first, fill one in on an invoice, then map them in Coperniq.

  6. Check closed books if your company closes periods in QuickBooks, and sync the closing date.

  7. Test. Move a test project into the configured phase, then create a test invoice if invoice sync is on.

Support

For help configuring the integration, contact Coperniq support at support@coperniq.io.