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Who uses this: Admins prepare and configure the integration — verify against role permissions. Availability: Requires the customer’s own QuickBooks Online subscription (Essentials, Plus, or Advanced) — available in the United States, Canada, and Australia. Preparing to sync with QuickBooks Online means confirming your plan qualifies, knowing what data will and won’t come over, and changing a few QuickBooks Online settings before you connect. Getting this right up front prevents duplicate records and $0 line items out of your books.

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Overview

When you connect FieldPulse to QuickBooks Online, all of your existing QuickBooks Online data is imported into FieldPulse automatically, and from then on customers, line items, estimates, invoices, and payments created or edited in either system flow to the other. This page covers the preparation you do before connecting. For the connection steps themselves, see How to Sync With QuickBooks Online.

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Before you begin

  • Confirm your QuickBooks Online plan. The Essentials, Plus, and Advanced plans sync. Plus or Advanced is recommended — Essentials does not support inventory tracking, so on Essentials you can only use Service and Product Non-Inventory line items in FieldPulse.
  • Confirm your region. The QuickBooks Online integration is available for customers in the United States, Canada, and Australia only.
  • Set up tax rates in QuickBooks Online. FieldPulse pulls tax rates from QuickBooks Online. If no tax rate is set up, tax will not apply in FieldPulse.
  • Add a quantity and price to every line item in QuickBooks Online. Any line item with both missing comes into FieldPulse as $0.
  • Enable Discounts in QuickBooks Online if you want to use discounts on FieldPulse estimates and invoices.

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Do not sync if

Contact the FieldPulse team through in-app chat or at support@fieldpulse.com before connecting if any of these apply:
  • Your QuickBooks Online company is already synced with another field service management system.
  • You have been using QuickBooks Online and FieldPulse at the same time and duplicating effort (creating estimates or invoices in both before syncing).
  • You are using projects in QuickBooks Online.

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What syncs and what doesn’t

The QuickBooks Online integration syncs the fields below two ways (FieldPulse ↔ QuickBooks Online). For estimates and invoices originally created in QuickBooks Online, the QuickBooks author does not carry into FieldPulse — the FieldPulse founding admin user is listed as the author instead.

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Estimate status mapping

Estimates sync to QuickBooks Online regardless of status. FieldPulse maps its estimate statuses to QuickBooks Online statuses as follows:

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Purchase orders and QuickBooks Online projects

Purchase orders and QuickBooks Online projects are handled separately:
  • Purchase orders can be synced on request. See How to Sync Purchase Orders With QuickBooks Online.
  • QuickBooks Online projects sync to FieldPulse as related customers. If you joined FieldPulse before 7/16/2024, the project sync is on and can be disabled on request. If you joined after 7/16/2024, the project sync is off and can be enabled on request. Disabling the project sync also stops the estimates and invoices within that project from syncing.

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Step-by-step setup

Before you connect, change these settings so the sync behaves correctly.
  1. Turn off Automatically apply credits in QuickBooks Online. In QuickBooks Online, select the Gear icon, then Account and Settings. Select Advanced, open the Automation section, and disable Automatically apply credits. Select Save, then Done.
  2. Pause FieldPulse automatic communications during the initial sync. If you use Customer Communications, turn off the automatic triggers linked to estimate and invoice records, and disable notification settings, so customers don’t receive updates about every record as it comes over. FieldPulse Customer Communications Notification Settings with estimate and invoice recipient toggles Add Communication Trigger dialog listing estimate and invoice triggers under Automatic Triggers
  3. Decide how invoice and estimate numbers should be assigned. With Custom Transaction Numbers turned on in QuickBooks Online, invoice numbers follow the FieldPulse sequence; turned off, they follow QuickBooks Online’s sequence.

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Settings reference

FieldPulse Create a new estimate screen with the QuickBooks Class dropdown highlighted You are ready to sync when your QuickBooks Online plan is confirmed, every line item has a quantity and price, tax rates are set up, and Automatically apply credits is turned off — next, connect the two systems in How to Sync With QuickBooks Online.