Connecting QuickBooks Online

If your accountant lives in QuickBooks Online, connect it once and your PoolChecker money flows over on its own, in the shape an accountant expects.

Connect

Settings, Integrations, QuickBooks: tap Connect, sign in with your Intuit account, approve. Done. Disconnecting later is one tap and never deletes anything on either side.

What syncs, and in which direction

• Customers: both ways. Matched by name. One deliberate rule: QuickBooks is the source of truth for billing addresses, since that is where your accountant maintains them. Service addresses live in PoolChecker.
• Invoices and payments: into QuickBooks. When a PoolChecker invoice is paid, the invoice, its line items, its tax, and the payment post to QBO automatically. Recurring monthly charges arrive the same way, because every recurring charge creates a real invoice first.
• Processing fees: into QuickBooks as expenses. The gross payment lands in a "Stripe Clearing" account and the card fees post out of it to "Merchant Fees" (both created for you), so the clearing account nets to what actually hits your bank. Your accountant will recognize this pattern immediately, and payout reconciliation stops being a monthly puzzle.
• Tax is carried, not recalculated, so the QBO invoice total always matches what the customer actually paid.

Keeping an eye on it

The Integrations page shows sync history (every run, with per-record results) and entity mappings (which PoolChecker record links to which QBO record, with manual linking for the odd mismatch). A manual Sync Now button exists for the impatient.

When it pauses itself

After several consecutive failures (usually an expired Intuit session or a permissions change), the connection deliberately stops trying rather than hammering away: you will see it marked inactive with the errors listed. Reconnect from the same settings screen and it resumes.

Two habits

1. Let PoolChecker be where money starts. Create invoices here, let them flow to QBO; running both directions by hand recreates the double-entry problem the sync exists to kill.
2. After the first week connected, have your accountant glance at the clearing account once. If it reconciles (it should), you never think about this again.