Connecting QuickBooks Online (QBO) with splose lets you streamline your invoicing, payments and credits. This guide walks you through setting up QuickBooks and connecting it to splose to keep everything in sync- so you can spend less time juggling accounts and more time helping clients.
What’s in this guide
About the integration
What to set up in QuickBooks before connecting
How to connect QuickBooks to splose
Matching services and setting default accounts
Matching locations and practitioners
What syncs between splose and QuickBooks
Troubleshooting
About the integration
The QuickBooks Online (QBO) integration helps you simplify your financial workflows by syncing key data between splose and QuickBooks. With this integration, you can automatically sync invoices, clients, payments and credit notes across to QuickBooks and sync payments from QuickBooks to splose- reducing double entry and keeping your records accurate across both systems. Whether you're sending invoices from splose or reconciling payments in QuickBooks, everything stays in sync.
Some things to know before you begin
A Quickbooks Online account is required to use this integration. Other versions of QuickBooks like QuickBooks Desktop cannot be integrated due to its limitations.
It’s not currently possible to connect multiple splose workspaces to separate organisations within one QuickBooks account (same limitation as Xero).
You’ll need the right permissions to access settings and connect QuickBooks to splose. Contact your QBO admin to give you access if you are unable to see some of the settings pages required on QBO, and your splose account owner to give you access to the integrations page on splose.
As our invoice sync is one-way (splose → QuickBooks), you can still invoice in QuickBooks for your non-appointment items, just ensure you have customised your invoice prefix in splose beforehand by going to Settings → Invoices → Edit your prefix number to ensure there are no overlaps in invoice numbers.
If you’ve already been invoicing in QuickBooks, make sure to update your invoice numbering in splose (via Settings → Invoices) before sending new invoices. To avoid duplicate invoice errors, start your splose invoices with the next number in your existing QuickBooks sequence.
If you've been invoicing in QuickBooks before integrating with splose (and none of those invoices exist in splose), you'll need to settle all existing invoices in QuickBooks. Once the integration is live, all new invoices should be created and managed in splose- not QuickBooks.
Any payments for invoices issued before integration should be recorded in QBO.
Any invoices and payments after integration should be handled in splose.
If a payment comes in the day after you integrate for an older QBO invoice, record it in QBO.
After connecting QuickBooks, use splose for all future invoicing to avoid conflicts.
1. Set up your Quickbooks account
Before connecting QBO to splose, a few things need to be in place on QuickBooks' side:
Turn off credit automation in QuickBooks
This is a crucial step before you integrate QuickBooks to splose
To ensure the integration works correctly, you’ll need to disable QuickBooks' credit automation:
1. Go to Settings → Account and Settings
2. Click Advanced → Automation
3. Turn off 'Automatically apply credits'
Set up splose Services as QuickBooks Services
splose services sync to QuickBooks as Services. Note that all splose services must be created as Services in QBO in order to map it and successfully sync invoices.
1. Click Settings → Products and Services on the right-hand menu
2. Click New, then select Service from the dropdown
3. Add each service so you can match them to your splose services later on.
Use an easily identifiable naming convention like 'Service type- service name' (it doesn't have to be identical to your splose services), so that you can match them to your splose services seamlessly.
Include important information like item code and price.
Want to track your support items on splose? Simply add them as services as well on QuickBooks, so you can map them to your support items within the Service settings page on splose later.
Set up a catch-all QuickBooks product for splose products
You will need to create a catch-all product item on QuickBooks that you can select when you're setting the integration up on splose. This product item is what all splose products added to invoices will appear as once synced to QuickBooks.
Go to Settings → Products and Services
Click New → Choose Non-inventory
We show Inventory and Bundle products in the dropdown as well, but we recommend using the non-inventory option.
3. Enter a name (e.g. splose Product Sale)
4. Complete filling out the necessary details like price, tax, category and class
5. Click Save
You also have the option to track your splose product line items via a QuickBooks class. To do this, you will need to create a class on QuickBooks as well and make sure you select that class during the splose set-up stage.
Set up Locations (if tracking)
QuickBooks uses Locations similarly to splose.
Tracking locations is optional, but recommended. This step will be skipped if you're using QuickBooks Essentials, as Classes aren’t supported on that plan.
To switch Locations on, click Settings → Account settings → Advanced → Categories → Toggle Track Locations on.
You will then need to ensure you create your locations on QBO to link it to splose.
1. Go to Settings → All Lists
2. Select Locations
3. Click New and add each location
Set up Practitioners (if tracking)
QuickBooks has the ability to use Classes to track income by practitioner.
Tracking practitioners is optional, but recommended. This step will be skipped if you're using QuickBooks Essentials, as Classes aren’t supported on that plan.
To switch classes on, click Settings → Account settings → Advanced → Categories → Switch Classes on
After switching classes on, under Assign classes, you can either select 'One to each row in transaction' or 'One to entire transaction'. The key difference is:
One to each row in transaction → The practitioner's class is shown on each invoice line item (except for products, which will show the product class on each line item)
One to entire transaction → The practitioner's class appears once, applied to the whole invoice
Choose the option that best suits how you want to track and report on your income in QBO.
Once you have chosen, create your practitioners as a class so you can map them in splose later on.
How to create a Class on QuickBooks:
The Classes feature isn’t supported for QuickBooks Essentials plans. You’ll still be able to complete setup, but this step will be skipped if you're on that plan.
Go to Settings → All Lists
2. Select Classes
3. Click New and add each practitioner as a class
2. Connect QuickBooks to splose
Once QuickBooks is ready, head over to splose:
1. Go to Settings → Integrations → QuickBooks
2. Click Connect and sign in to your QuickBooks account
3. Once connected, set your:
Default QuickBooks bank account for payments
Record reconciled payments from QuickBooks as
Fallback service in QuickBooks
Record product purchases as
Class for products (if tracking)
Switch ‘Display contact on QuickBooks invoice’ on or off
More information on default QuickBooks account selections
Default QuickBooks bank account for payments
The payments account can be selected from your existing QBO chart of accounts.
This is the account that payments created on splose will use in Quickbooks once it is synced over.
Record reconciled payments from QuickBooks as
The reconciled payments account can be selected from your splose payment types.
The selected payment type will be what reconciled payments from QBO are marked as on splose.
i.e. You reconcile a payment on QBO to the splose invoice→ Payment type that's attached to the splose invoice is marked ‘Direct deposit’ when viewed on splose
Fallback service in QuickBooks
The fallback service in QuickBooks can be selected from your existing QBO accounts. This account acts as a default catch-all for any unmapped service items.
If a service or support item (like provider travel, non-labour costs, or activity-based transport) on the invoice isn’t mapped, splose will use this fallback to sync it to QuickBooks.
As support items are not be mapped from the integrations page, this account will be used until you map them from Settings → Services → Edit.
To avoid issues, make sure you set up a dedicated QuickBooks account for each support item when creating or editing your services in splose.
Record product purchases as
The Record product purchases as setting lets you choose a dedicated catch-all product item in QuickBooks for all splose products.
splose does not sync individual product details like name, item code or description- only the price is sent to QuickBooks.
We recommend creating a generic QBO product item (e.g. splose Product Sale) to use for this purpose.
All product sales from splose will sync to this single item, making reconciliation easier in QuickBooks.
Keep in mind:
Whether you sell 1 product or 20, they’ll all appear in QBO as the same product item.
This method won’t support inventory tracking, but it provides a way for you to reconcile product sales.
Class for products (if tracking)
This can only be done if you have selected 'One to each row per transaction'.
This option is for if you want to track product purchases by class in QuickBooks, you can assign a class to product line items in splose.
splose tracks data per line item, so applying a product-specific class allows you to report on product sales separately in QBO.
Individual product details won’t be included, but using classes helps maintain basic visibility over product income and category breakdowns.
This is a handy workaround for practices using Classes in QBO to keep reporting organised.
Switch ‘Display contact on QuickBooks invoice’ on or off
Switching this setting to YES replaces the ‘Message on invoice’ field in QuickBooks with the contact details from splose.
This only applies if a ‘Send invoice to’ contact is selected in splose.
If no contact is linked, the invoice in QuickBooks remains unchanged.
This is especially helpful for reconciliation, as it provides a clear record of who the invoice was sent to.
3. Match your splose services to QuickBooks
Each service in splose needs to be matched with a service in QBO. This is required because QBO invoices rely on specific product/service items for each line.
splose will automatically suggest matches for your existing services in QBO and splose
You can confirm the suggestion or manually match services by clicking on the dropdown
Once you've matched your services, you can click 'Match selected' to match all selected services.
After connecting QuickBooks, all new or edited services in splose must be linked to a QBO service or account.
Unmatched services will trigger a banner in your workspace prompting you to Complete matching services to ensure invoices sync correctly.
Map support items to specific QuickBooks accounts
By default, support items in splose (like provider travel, non-labour costs, and activity-based transport) are linked to your fallback service account in QuickBooks.
While they’ll sync with the correct price, the QBO invoice will still show the support item’s title as the description.
If you'd prefer to map each support item to a specific QBO service:
Go to Settings → Services
Edit the relevant service
Scroll down to the Support Items section
Select the QuickBooks service you want each support item to sync to
This ensures each support item is correctly categorised in QBO, beyond just using the fallback account.
If you need to change which QuickBooks service a splose service is linked to later on, you can go to Settings → Services → Edit the service.
You can re-assign the QBO service linked from the individual service’s settings page.
Already connected and created your services in QuickBooks, but haven’t created them in splose yet?
Go to Settings → Services in splose and click Create service
Scroll down to the QuickBooks service dropdown
Select the QBO service you want to link to your new splose service
Don't forget to select a QBO account for your provider travel, non-labour and activity-based transport as well.
This ensures your services are matched correctly and can sync without issues.
4. Assign your locations and practitioners to QuickBooks (if tracking)
You will need to match your Locations and Practitioners on splose to their respective categories if you'd like to track them on QuickBooks. Note that this isn't available to QuickBooks customers on the Essentials plan.
To do this on splose:
Locations
Go to Settings → Locations.
Click on the location you’d like to set up.
Scroll down to QuickBooks Location and select the QBO location you’d like to match it to from the available dropdown options. If you do not see any options in this list, it means you have not set up locations on QBO.
Practitioners
Go to Settings → Users.
Click on the practitioners you’d like to set up.
Scroll down to QuickBooks Class and select the QBO class you’d like to match the practitioner to. If you can’t see any options in the dropdown, you will need to set this up in QBO.
5. Match your tax rate and payment methods for QuickBooks
Match your tax rates
Each tax rate in splose can only be mapped to QuickBooks once- so it’s important to get it right the first time.
Go to Settings → Tax Rates
You’ll see the QuickBooks sync status next to each tax rate
Click Find in QuickBooks to match your splose tax rate to the correct tax rate in QuickBooks
Make sure you’re selecting the right one before saving as it can only be synced once.
Match your payment method
You can choose how splose payment methods appear in QuickBooks by mapping them during setup. Skipping this step will show the payment method as blank on QuickBooks.
i.e. You apply an EFTPOS payment to an invoice on splose, you can choose for it to appear as 'Credit Card' on QuickBooks.
Go to Settings → Integrations → Payments
Edit an existing payment method or create a new one
Use the QuickBooks payment method dropdown to select the matching payment method from QBO
Make sure the method is set to Active
💡 If a payment method isn’t matched in this step, the invoice will still sync- but the payment method in QBO will show as blank. We highly recommend setting this up so payment records are complete and easy to reconcile.
What syncs between splose and QuickBooks?
Here’s a quick breakdown of what syncs - and how:
Data type | Sync direction | Notes |
Invoices | One-way (splose → QBO) | Updates and deletions sync across.* |
Clients | One-way (splose → QBO) | Client info is synced when an invoice is sent to QBO.* |
Payments | Two-way (splose ↔ QBO) | splose sends payments to QBO. QBO sends payments attached to invoices back.* |
Credit Notes | One-way (splose → QBO) | Credit notes added to invoices sync across.* |
Credits | One-way (splose → QBO) | Only credits created after 15 Feb 2023 sync. All credits created before this date are considered legacy credits, which do not sync* |
Tax Rates | Mapped | Tax rates in splose need to be mapped to a QBO tax rate during set-up. |
Services | Mapped | Must match QBO services. Unmatched services will sync to the default services account selected in Integrations settings. |
Products | One-way (splose → QBO) | Synced to the default QBO product or selected class for products on the integrations page. |
'Send invoice to' contact | One-way (splose → QBO) | Synced to the invoice’s ‘Message on invoice’ field in QBO if ‘Display contact on QuickBooks invoice’ is switched on in the integrations page. |
Client’s extra invoice details | Not supported at this stage | Due to ‘Message on invoice’ field being used for the ‘Send invoice to' contact. We highly recommend sending your invoices from splose to ensure this is included in invoices. |
Provider Number | Not supported at this stage | Due to QuickBooks not having a field for this. We highly recommend sending your invoices from splose to ensure this is included in invoices. |
Want to learn more about how splose and QuickBooks sync?
Troubleshooting
Here are some common errors on splose and how to fix them:
Error message | What to do |
“QuickBooks Integration Setup incomplete” | Complete setup in Settings → Integrations → QuickBooks |
“Tax rate used has not been synced to QuickBooks. Go to Tax Rate settings.” | Sync the relevant tax rate from Settings → Tax Rates |
“Complete matching services” | Match your splose services to your QBO services by going to Settings → Integrations → QuickBooks |
“There are multiple patients with this name in splose. For this invoice to sync to Quickbooks, there can only be 1 patient with this name in splose.” | There’s more than one patient with the same name in splose. To sync the invoice to QuickBooks, each patient must have a unique name. Please update the names in splose to continue. |
”There are multiple customers with this name in Quickbooks. For this invoice to sync, please handle the duplicate customers in Quickbooks first.” | There’s more than one customer with the same name in QuickBooks. To sync the invoice from splose, customer names must be unique in QuickBooks. Please update the names in QBO to continue. |
"The name supplied already exists; null" | This error appears when you're using the Display Name field in QuickBooks without filling in the separate First, Middle and Last name fields on QuickBooks.
To fix this and sync your invoice:
|
"Products have not been set up in your Quickbooks integration settings" | This error means your invoice or credit note includes product-type line items, you'll need to assign a default product in the QuickBooks integration settings in splose. Once that’s set, the error will clear and you’ll be able to sync the invoice successfully. |
FAQs
Do I need a specific QuickBooks plan to use the splose integration?
Do I need a specific QuickBooks plan to use the splose integration?
Yes, you’ll need a QuickBooks Online plan. The integration is not compatible with QuickBooks Desktop. For full tracking features like practitioners and income classes, you’ll need a QuickBooks plan that supports advanced settings.
What happens if I already invoice in QuickBooks before setting up splose?
What happens if I already invoice in QuickBooks before setting up splose?
If you’ve been invoicing in QuickBooks prior to integration, those invoices won’t appear in splose. After setting up the integration, it’s best to issue and manage all new invoices through splose to avoid conflicts and duplicate invoice numbers. Payments for pre-integration invoices should be recorded in QuickBooks.
Why do I need to turn off credit automation in QuickBooks?
Why do I need to turn off credit automation in QuickBooks?
Turning off “Automatically apply credits” in QuickBooks ensures splose stays in control of credit and credit note syncing. If left on, QuickBooks might apply old credits to new invoices before splose can sync correctly- causing discrepancies in client balances.
Can I connect more than one splose workspace to the same QuickBooks account?
Can I connect more than one splose workspace to the same QuickBooks account?
No, currently you cannot connect multiple splose workspaces to different organisations under a single QuickBooks account. Each splose workspace must be connected to a unique QuickBooks organisation to maintain data integrity.
What is a fallback service, and why do I need one?
What is a fallback service, and why do I need one?
A 'fallback service' is the default QuickBooks service in your QuickBooks Integrations page used when splose can’t match a service or support item during syncing. It’s a safety net that prevents invoice errors and ensures unmatched items are still recorded correctly in QuickBooks.
How do I map support items like travel or non-labour costs to QuickBooks?
How do I map support items like travel or non-labour costs to QuickBooks?
Support items in splose can be mapped to specific QuickBooks service accounts under Settings → Services → Edit the service. If not mapped, they’ll use your fallback service account by default. Mapping them individually ensures accurate categorisation on your QBO invoices.
Do I need to create services and products in QuickBooks before connecting?
Do I need to create services and products in QuickBooks before connecting?
Yes. Before connecting, you’ll need to create any splose services or products as “Services” or “Non-inventory Product” items in QuickBooks. This allows splose to map each item correctly during the setup process, ensuring smooth invoice syncing later
How do I assign QuickBooks Classes to my practitioners in splose?
How do I assign QuickBooks Classes to my practitioners in splose?
Once you’ve created practitioner Classes in QuickBooks, head to Settings → Users in splose, open the practitioner’s profile, and select the corresponding QuickBooks Class. This links invoice line items to the right practitioner in QBO for accurate reporting.
Ready to go?
Set up your QuickBooks integration now by heading to Settings → Integrations → QuickBooks in your splose workspace.
Need help along the way? Keep this guide handy and read our QuickBooks syncing guide. Feel free to contact support if you need a hand.