Connecting QuickBooks Online pulls your chart of accounts, classes and departments, customers and vendors, and the general ledger, then rebuilds actuals. The connection is read-only and you can disconnect at any time.
Connect
- From the Chart of Accounts empty state or Settings → Integrations, click Connect QuickBooks.
- Sign in to Intuit and choose the company to share.
- You land on the sync page while FOATT pulls the chart of accounts, dimensions, contacts, and counts the GL transactions. This usually takes under a minute.
- Review what will be imported and click Import.
Reviewing the chart of accounts
FOATT compares each QuickBooks account with the accounts you already have by name and type, not just by account number, and sorts them into three groups. Confident matches are mapped to your existing accounts and collapsed; needs a decision holds the ones a person should look at, such as a partial name match or a number your chart already uses for something else; new accounts have nothing similar and are created. Each row has one choice: create it, map it to an account you pick, or skip it. "Accept all confident matches" and "Create everything as new" set a whole screen at once.
If you started with the starter chart, the accounts QuickBooks doesn't cover are listed underneath. Unused ones are retired by default; any that hold plan values are left alone unless you tick them. Retired accounts are deactivated, never deleted, and can be reactivated from the chart of accounts.
The first sync reaches back to the start of your prior fiscal year, so you have a full prior year for variance and year-to-date comparisons. The review screen shows how many transactions that covers, and a "GL history" picker lets you choose the last 12 or 24 months or any month instead. Ledger activity comes in one month per import batch; the import runs in the background and you can navigate away. More history can be pulled later with Sync again.
What syncs
| QuickBooks | FOATT |
|---|---|
| Accounts | Chart of accounts, matched by QuickBooks ID on later syncs |
| Classes | Dimensions of type Cost Center |
| Departments | Dimensions of type Department |
| Projects | Dimensions of type Project |
| Customers and vendors | Contacts |
| General Ledger report | GL transactions, tagged with class and department |
Lines that carry both a class and a department automatically create a slice for that combination.
Fixing a wrong mapping
Three tools, depending on what went wrong:
- The sync created an account that should have fed an existing one. Open the new account, click Merge into…, and pick the account it belongs to. Its transactions and the QuickBooks link move; the extra account is retired.
- The sync attached a QuickBooks account to the wrong FOATT account. Open that account and, under the QuickBooks link card, click Change link… to pick the account it should feed from now on. Nothing already imported moves. Remove link puts the QuickBooks account back on the next sync review instead.
- A QuickBooks account you don't want in your chart. Pick Skip for it on the review. FOATT remembers that: later syncs list it under "Skipped earlier" and don't pause for it. Bring it back by choosing create or map there.
Sync again
There is no automatic schedule. To pull recent activity, click Sync now on Settings → Integrations or the QuickBooks settings page, or Sync from QuickBooks on the Actuals or General Ledger page.
If you have typed values into actuals inside the months being synced, the sync pauses and asks what to do. By default your manual entries are kept and QuickBooks values are skipped for those cells. Tick Replace manual entries to let QuickBooks overwrite them.
Status and troubleshooting
The QuickBooks settings page shows the connection status, who connected it, the last sync, and a sync history. A status of Needs to reconnect means the Intuit token expired or was revoked; click Reconnect QuickBooks. Disconnect stops future syncs and keeps everything already imported.
Only one accounting integration can be active per company. Connecting NetSuite disconnects QuickBooks and vice versa.