To choose your QuickBooks sync settings, go to Settings > QuickBooks sync and turn on the records you want to sync. Changes save automatically.
Available on the Flex, Pro, Scale, and Business plans. You need permission to edit Company settings. Works on desktop and in the mobile app.
Change your sync settings
Go to Settings > QuickBooks sync.
Under Project mapping, choose QuickBooks Project or Sub-customer.
Turn on Only sync projects with approved estimates if you want to hold new projects until the client approves an estimate in them.
Turn on the records you want to sync, such as Estimate sync and Invoice sync.
Turn on Only sync approved estimates if estimates should sync only after client approval.
Each change saves as soon as you make it. Without permission to edit Company settings, you can view the toggles but not change them.
Which plans get two-way sync
Two-way sync sends changes in both directions, so invoices, payments, and expenses created in QuickBooks also come into Handoff. Two-way options require the Pro or Scale plan. On Flex and Business, QuickBooks sync is one way, from Handoff to QuickBooks.
Vendor sync, Cost codes sync, and Expense sync also require access to Cost codes in Handoff.
What each setting does
Project mapping: sets how new projects appear in QuickBooks. QuickBooks Project creates native QuickBooks Projects for job costing and needs QuickBooks Online Plus or Advanced with Projects turned on. Sub-customer creates a job under the client's customer and is the default. A change applies to new projects only. Existing links stay unchanged.
Only sync projects with approved estimates: holds a new project and its records until an estimate in that project is approved. Projects already linked to QuickBooks keep syncing. It is off by default, and turning it off resumes the records that were waiting.
Estimate sync: sends estimates and change orders to QuickBooks once they are sent to the client. The estimate needs a client. It is on by default and shows One-way to QuickBooks.
Only sync approved estimates: waits until your client approves the estimate before it syncs. It is on for a new connection and unavailable while Estimate sync is off.
Invoice sync: sends sent or manually paid invoices and their payments to QuickBooks. On Pro and Scale it also imports invoices and payments created in QuickBooks. It is on by default.
Client sync: links Handoff clients to QuickBooks customers in both directions. It is always on and you can't change it.
Vendor sync: links your Handoff subcontractor and vendor contacts to QuickBooks vendors, in both directions. It is off until you turn it on. Turning it off also turns off Expense sync.
Cost codes sync: links Handoff cost codes to the Expense and Cost of Goods Sold accounts in your QuickBooks chart of accounts, in both directions. It starts on after Finish setup if you have cost codes access. Turning it off also turns off Expense sync.
Expense sync: sends confirmed project expenses to QuickBooks and brings paid QuickBooks expenses into your Handoff Expenses inbox for review. It is off by default and needs Vendor sync and Cost codes sync on first.
What an expense needs to sync
An expense syncs once it has a vendor, a cost code, and a QuickBooks payment account. If one is missing, the expense shows a message saying which. Expenses with the same vendor, payment method, payment account, and date are combined into one QuickBooks expense with several lines.
When Expense sync is on, the QuickBooks sync screen also shows how many payment methods and payment accounts Handoff has loaded from QuickBooks.
Records that have never synced stay paused
Each time you save settings, sent estimates, sent invoices, and clients that have never synced are marked Paused. Handoff does not send them all at once.
To sync an estimate or invoice, open it, open its options menu, select QuickBooks sync, and turn on Changes made in Handoff will update in QuickBooks automatically. A client has no sync button of its own: Handoff syncs a paused client when you sync a sent estimate or invoice for that client. After that, the client's options menu shows QuickBooks sync with its status, and selecting it opens the customer in QuickBooks.