Use QuickBooks with Questri

01

The simple version

Record billable work in Questri. Choose the charges you want to bill, then send them to an invoice in QuickBooks Online. Keep invoice emails, accounting, and payments in QuickBooks.

Set up the links once. Review and send each time you bill. Connecting the two systems does not automatically send transactions.

New to the feature? Explore the QuickBooks integration and its benefits.

02

Part 1: Connect and link your data

1. Connect your QuickBooks company

In Questri, open Billing settings > QuickBooks. Choose Connect to QuickBooks, sign in through Intuit, and authorize the correct company. Back in Questri, check the company name.

2. Link Questri clients to QuickBooks customers

Choose a Questri client, select Link QuickBooks customer, and search for the customer who should receive their invoices. Select the correct result and save the link. The names do not need to match.

3. Link tasks and transaction categories to services

Choose Link QuickBooks services by Questri task type. For each category you bill, search for its QuickBooks product or service and save the link. Prefer a simpler setup? Choose one default QuickBooks service for all charges instead.

Linking uses existing QuickBooks records; it does not create customers or services. Create any missing records in QuickBooks first. The amount comes from the Questri transaction, not the QuickBooks service price.

4. Save and allow exports

Select Save changes, turn on Allow new exports, then select Review transactions. Setup is ready; nothing has been sent yet.

03

Part 2: Choose what to bill

Open Billing > QuickBooks. Use Customers to work with one client, or All Transactions to review everyone. Filter by date, horse, user, or transaction category as needed.

• Select the open billable transactions you want to send.
• Check the billing customer, service, date, and amount. Resolve any red customer or service warnings before exporting.
• For charges shown through a client's horse access, confirm who should pay. Horse access helps you find work; it does not assign the bill.

Transactions already reserved for QuickBooks or included on a Questri invoice cannot be sent again through this flow.

04

Choose a new or existing invoice

Check the invoice date and optional due date, then select Review export. Review each customer's charges and choose where they should go.

For an existing invoice, choose it from QuickBooks and select Review invoice changes. It must belong to the linked customer and be eligible for new charges. Paid or partly paid invoices are not eligible; other invoice details can also prevent additions.

QuickBooks calculates tax using its settings when the charges are sent. Questri shows the charges before tax. Check your customer, service, and tax settings in QuickBooks first. This flow supports US automated sales tax, not manual sales tax rates.

05

Approve, then send to QuickBooks

1. Select Approve export, read the confirmation, then choose Approve and reserve.
2. In the export details, select Send to QuickBooks, or Add transactions to invoice for an existing invoice. Review the confirmation and send.
3. Check the delivery banner. Not sent to QuickBooks means there is still a Send step. Sent to QuickBooks confirms the charges arrived.

An export is a saved batch of charges. Find it again in the Exports tab or the customer's export history. If an export needs attention, open its details and review the problem rather than creating another batch for the same charges.

06

Manage the invoice and payment in QuickBooks

Review the final invoice in QuickBooks, including its tax and total. Manage invoice emails and collect payments there. Sending from Questri does not request an invoice email or collect payment, although your QuickBooks automations may still apply.

When full payment is confirmed on a linked QuickBooks invoice, the linked Questri transactions update to Paid. Updates can take time. Use Refresh payment status in the export details when you need to check again.

Questri tracks the invoices it created or added charges to, not every invoice in your QuickBooks account. A Sent delivery status and a Paid payment status mean different things.