Quickbooks Online
Last updated: December 1, 2025
Overview
The QuickBooks Online integration connects your Coperniq account with QuickBooks Online to automatically sync customer information, invoices, and payments between the two systems. This eliminates manual data entry and ensures your financial records stay up-to-date in both platforms.
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, the integration automatically creates or updates the corresponding customer in QuickBooks.
- Projects >> Sub-Customers (Jobs): Also, when a project enters a phase that has the Quickbooks integration configured as a trigger, the project in Coperniq becomes a "job" (sub-customer) in QuickBooks, linked to the main customer/client.
- Invoices: When invoices are created in Coperniq, they automatically sync to QuickBooks (if invoice sync is enabled) as a draft invoice.
- Payments: When payments are recorded in Coperniq, they automatically sync to QuickBooks and are applied to the corresponding invoices (if invoice sync is enabled).
From QuickBooks to Coperniq
- Invoices: If invoices are created or modified in QuickBooks for customers that are linked to Coperniq projects, they will sync over to Coperniq. This is only true if the customer originated in Coperniq.
- Payments: When payments are recorded in QuickBooks against synced invoices, they automatically update the payment status in Coperniq.
What You Can Control
Workflow Trigger Configuration
The integration is triggered when projects enter specific phases in your workflow. You can configure which phase templates should trigger the integration. When a project enters a configured phase:
- The customer is automatically created or updated in QuickBooks
- The project is created as a job (sub-customer) in QuickBooks
Invoice Sync Toggle
You can enable or disable automatic invoice and payment syncing at any time. When enabled:
- All new invoices created in Coperniq will automatically sync to QuickBooks
- All new payments recorded in Coperniq will automatically sync to QuickBooks
- Invoices and payments created in QuickBooks will automatically sync back to Coperniq if the customer linked was originally created from Coperniq
When disabled, the integration will only sync customer and project information when phases are triggered, but not invoices or payments.
Matching Strategy
When the integration finds existing records, you can control what happens:
- Enrich: Update existing records with new information from Coperniq
- Replace: Replace existing records with Coperniq data
- Skip: Leave existing records unchanged
Field Mapping
Customer Contact Fields (Coperniq → QuickBooks)
Coperniq Field | QuickBooks Field | Description |
Contact Name | Name | Customer's full name |
Contact Email | Email Address | Primary email address |
Contact Phone | Phone Number | Primary phone number |
Client Street | Address - Street 1 | Billing street address |
Client City | Address - City | Billing city |
Client State | Address - State | Billing state |
Client Zipcode | Address - Zip Code | Billing zip code |
Tax Number | Tax Number | Tax ID or EIN (if applicable) |
Company Name | Company | Company name (if business customer) |
Status | Status | Active/Inactive status |
Currency | Currency | Currency code (typically USD) |
Project/Job Fields (Coperniq → QuickBooks)
Each project in Coperniq becomes a "job" in QuickBooks, which is a sub-customer linked to the main customer. The job name includes:
- Project title
- Project number (UID)
- Project value (formatted as currency)
- Project size (formatted as kW)
Example: John Smith | #12345 | $25,000 | 10.5 kW
Invoice Fields (Coperniq → QuickBooks)
Coperniq Field | QuickBooks Field | Description |
Invoice Title/Number | Invoice Number | Invoice identifier |
Invoice Description | Memo | Additional notes or description |
Due Date | Due Date | Payment due date |
Invoice Status | Status | Open, Paid, Void, etc. |
Line Items | Line Items | Individual invoice line items |
- Description | Description | Line item description |
- Quantity | Quantity | Number of units |
- Unit Price | Unit Price | Price per unit |
- Total Amount | Total Amount | Quantity × Unit Price |
Catalog Item | Item | Links to QuickBooks item (if matched) |
Total Amount | Total Amount | Sum of all line items |
Subtotal | Subtotal | Subtotal before taxes |
Payment Fields (Coperniq → QuickBooks)
Coperniq Field | QuickBooks Field | Description |
Payment Amount | Total Amount | Payment amount (converted from cents to dollars) |
Payment Date | Transaction Date | Date payment was received |
Payment Method | Payment Method | Method of payment (Cash, Check, ACH, Card, etc.) |
Applied Invoice | Applied To Lines | Links payment to specific invoice |
Deposit Account | Account | "Coperniq Payments" account (auto-created) |
Payment Method Mapping:
- Cash → Cash
- Check → Check
- ACH → ACH
- Credit Card → Card
- Klarna → Card
- Affirm → Card
Invoice Fields (QuickBooks → Coperniq)
When invoices come from QuickBooks to Coperniq:
QuickBooks Field | Coperniq Field | Description |
Invoice Number | Title | Invoice number or identifier |
Memo | Description | Invoice notes/description |
Due Date | Due Date | Payment due date |
Status | Status | Invoice status |
Total Amount | Amount | Total invoice amount (converted to cents) |
Line Items | Line Items | Individual line items |
- Description | Description | Line item description |
- Quantity | Quantity | Number of units |
- Unit Price | Unit Price | Price per unit |
- Total Amount | Total Amount | Line item total |
Item | Catalog Item | Links to Coperniq catalog item (if matched) |
Payment Fields (QuickBooks → Coperniq)
When payments come from QuickBooks to Coperniq:
QuickBooks Field | Coperniq Field | Description |
Total Amount | Amount | Payment amount (converted to cents) |
Transaction Date | Payment Date | Date payment was received |
Applied To Lines | Applied Invoice | Links to the invoice being paid |
How Contacts and Projects Are Created
Main Customer Contact
When a project enters a phase that has the QuickBooks integration configured as a trigger:
1. The integration checks if a customer with the same name or email already exists in QuickBooks
2. Based on your matching strategy, either creates a new customer or updates the existing one
3. Syncs all contact information (name, email, phone, address, etc.)
Important: Contacts are only synced when projects enter configured phases, not automatically when customers are created in Coperniq.
Project Jobs
Each project in Coperniq automatically becomes a "job" in QuickBooks when the phase is triggered:
- Jobs are linked to the parent customer
- Job names include project details (title, number, value, size)
- If a job with the same name already exists, a number is appended (e.g., #2, #3)
- Jobs are set to "bill with parent" in QuickBooks, meaning they share the parent customer's billing information
How Invoices Are Synced
Creating Invoices in Coperniq
When you create an invoice in Coperniq (and invoice sync is enabled):
1. The integration automatically creates the corresponding invoice in QuickBooks
2. The invoice is linked to the correct customer or job
3. All line items are synced with descriptions, quantities, and prices
4. If line items have catalog items, the integration attempts to match them with QuickBooks items
5. The invoice status, due date, and memo are all synced
Updating Invoices
If you update an invoice in Coperniq:
- The integration updates the corresponding invoice in QuickBooks
- Line items, amounts, and other details are updated
- Note: QuickBooks automatically calculates totals, so some fields may be read-only
Invoices Created in QuickBooks
If an invoice is created in QuickBooks for a customer/job that's linked to Coperniq:
- The invoice automatically appears in Coperniq
- It's linked to the correct project or client
- Line items are synced, and catalog items are matched when possible
- If catalog items can't be matched, a generic "External Item (QBO)" catalog item is used
Important: Invoices created in QuickBooks are only synced to Coperniq if they're for customers or jobs that were previously synced from Coperniq to QuickBooks. Invoices for other QuickBooks customers (that aren't in Coperniq) will not be synced.
How Payments Are Synced
Recording Payments in Coperniq
When you record a payment in Coperniq (and invoice sync is enabled):
1. The integration automatically creates the payment in QuickBooks
2. The payment is linked to the corresponding invoice
3. The payment method is mapped to QuickBooks payment methods
4. The payment amount is applied to the invoice
Payments Recorded in QuickBooks
If a payment is recorded in QuickBooks against a synced invoice:
- The payment automatically appears in Coperniq
- The invoice's paid amount is updated
- The payment is linked to the correct invoice
Catalog Items and Products
Matching Catalog Items
When syncing invoices:
- The integration attempts to match Coperniq catalog items with QuickBooks items
- Matching is done by item code (if available) or by name
- If a match is found, the line item is linked to the QuickBooks item
- If no match is found, the line item is created with just a description (no item link)
Items from QuickBooks
When invoices come from QuickBooks:
- If line items have QuickBooks items attached, the integration attempts to create or match catalog items in Coperniq
- Item details (name, price, cost) are synced to Coperniq's catalog
- If items can't be matched, a generic "External Item (QBO)" catalog item is used
Important Notes
Phase-Based Triggering
The integration syncs contacts and projects based on workflow phase triggers. This means:
- Clients are not automatically synced when customers are first created
- Clients are synced when projects enter phases that have the integration configured
- You must configure which phase templates should trigger the integration
- This allows you to control exactly when customer data is sent to QuickBooks
Automatic Account Creation
The integration automatically creates a "Coperniq Payments" account in QuickBooks if it doesn't exist. This account is used to track payments synced from Coperniq. The account is classified as an "Other Current Asset" account.
Duplicate Prevention
The integration prevents duplicate records:
- If an invoice has already been synced, it won't be created again
- If a payment has already been synced, it won't be duplicated
- The system tracks relationships between Coperniq and QuickBooks records to maintain data integrity
Real-Time Sync
The integration uses webhooks for real-time synchronization:
- Changes in Coperniq sync to QuickBooks almost immediately
- Changes in QuickBooks sync back to Coperniq almost immediately
- No manual refresh or sync button is needed
Currency
The integration currently supports USD (US Dollars) only. All amounts are converted appropriately (Coperniq stores amounts in cents, QuickBooks uses dollars).
Getting Started
1. Connect Your QuickBooks Account: Authorize the integration by connecting your QuickBooks Online account through the Coperniq interface
2. Configure Phase Triggers: Select which phase templates should trigger the integration to sync contacts and projects
3. Configure Settings: Set your matching strategy and field mappings according to your preferences
4. Enable Invoice Sync: Toggle invoice and payment syncing on if you want automatic financial data sync
5. Test the Integration: Move a test project into a configured phase to verify contacts are syncing correctly
Support
If you encounter any issues with the integration or need help configuring it, please contact Coperniq support at support@coperniq.io.