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Beebole’s QuickBooks Online integration works in two directions. When you connect it, Beebole imports your QuickBooks structure — customers, items, and employees — so both systems share the same customers, items, and employees. From then on, you can export time entries to QuickBooks as time activities in one click. This simplifies invoicing, payroll, and financial reporting for your organization.

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How it works

When you enable the integration, Beebole imports your existing QuickBooks Online data: Customers and Items are created as projects in Beebole, and QuickBooks employees are created as Beebole people — assigned the default role you select during setup, as with the other integrations. To export, you simply select a period: Beebole takes all time entries for that period and automatically creates the corresponding time activities in QuickBooks. After each export, Beebole shows an Entries successfully exported count, plus an expandable Entries not exported list if any entry failed — you can also verify the created time activities in QuickBooks.
Only time entries are exported to QuickBooks. Expenses are not synced — they are handled in Beebole only.

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Setting up the QuickBooks integration

1

Open integration settings

Go to Settings > Integrations in your Beebole account, then select QuickBooks from the list.
2

Connect to QuickBooks

Click Connect to QuickBooks. A popup appears asking you to sign in to your QuickBooks Online account; follow the Intuit prompts to authorize Beebole. The popup closes automatically when the connection is complete.
3

Choose the default role

Select the Default role for imported employees to assign to the people imported from QuickBooks, as with the other integrations.
4

Enable integration

Toggle Enable integration on. This triggers the import: Beebole brings in your QuickBooks customers, items, and employees. The toggle is what starts the sync — the connection alone does not import anything.
5

Verify the connection

Once enabled, the QuickBooks integration shows as active in your integration settings, and the imported customers, items, and employees appear in Beebole. You can now export time entries to QuickBooks.

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Exporting data to QuickBooks

1

Open the QuickBooks integration

Go to Settings > Integrations and select QuickBooks from the list.
2

Select a period and export

Under Select period to export, choose the period you want to export and click Export — that’s the only input needed. Before sending anything, Beebole syncs your QuickBooks structure (customers, items, and employees) so that entries are matched against up-to-date data. It then fetches the time entries for that period and automatically creates the corresponding time activities in QuickBooks.
3

Check the result

Beebole shows an Entries successfully exported count, and an expandable Entries not exported list if any entry failed. To confirm the export, you can also open QuickBooks and verify the time activities were created.
If the structure sync that runs before the export reports errors, the export does not start. Beebole shows Export stopped: QuickBooks sync had errors with the hint Resolve the sync errors below, then try exporting again, and lists the failing items under Entries not synced. Fix those items, then click Export again.
Only one export runs at a time. Click Export again while one is still going — a double-click, or a second browser tab — and Beebole refuses the second run with An export to QuickBooks is already in progress. Please wait for it to finish before starting another., so the same entries are never sent twice.
Export after the approval cycle is complete for a given period, so the hours sent to QuickBooks are final.

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What data is synced

Because Beebole imports the QuickBooks customers, items, and employees at setup and refreshes them on every sync, exported time activities stay linked to the right customers, items, and employees automatically — even when the matching customer or item sits at a different level of your Beebole project hierarchy. Expenses are not synced in either direction — they are handled in Beebole only.

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Keeping customers, items, and employees in sync

While the integration is enabled, customers and items created or renamed in QuickBooks are reflected in Beebole automatically. To pull the latest changes on demand, go to Settings > Integrations > QuickBooks and click Manual sync under Manually sync QuickBooks customers and items. The same sync also runs automatically each time you click Export, right before the time entries are sent. Each sync also imports employees added in QuickBooks since the integration was enabled. For every new QuickBooks employee with an email address, Beebole looks for an existing person with that same email and links the two. If no one matches, Beebole creates a new person with the employee’s name and email and assigns the Default role for imported employees you selected during setup. Employees without an email address in QuickBooks are not imported, and if no default role is set, the sync reports No default role configured to import new employees and skips the employee import. After a sync, Beebole shows the counts of items Created, Archived, Unarchived, Deleted, and Renamed. Anything that could not be synced appears under Entries not synced, for example a Failed to sync employee message naming the person who could not be created.

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Disconnecting QuickBooks

To disconnect the QuickBooks integration, go to Settings > Integrations > QuickBooks, toggle Enable integration off, then click Reset connection. The Reset connection button is disabled while the integration is enabled, so you must turn the toggle off first. Previously exported data remains in QuickBooks — disconnecting only removes the ability to send new exports. Disconnecting from the QuickBooks side works too: if you remove Beebole from your apps in QuickBooks, Beebole is notified and closes the connection cleanly — the integration shows as disconnected the next time you look at it in Beebole.

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Frequently asked questions

Customers and services are synced automatically and kept up to date in real time. Employees added in QuickBooks are imported when a sync runs — when you click Manual sync, or automatically before each export — not in real time. Time activities are exported manually — you choose the period and trigger the export when ready, giving you full control over what gets sent to QuickBooks.
No. Beebole blocks any export that starts on or before the last day you already exported, so you cannot resend an overlapping period. If you try, Beebole shows the error “You can only export entries from the last day of the period already exported.” This prevents duplicate time activities in QuickBooks.
No. Beebole integrates with QuickBooks Online only. QuickBooks Desktop is not supported.
After an export, Beebole shows an Entries successfully exported count. If any entry failed, an Entries not exported list appears that you can expand to see the details. You can also open QuickBooks to verify the time activities were created. If you see Export stopped: QuickBooks sync had errors instead, nothing was exported: the structure sync that runs first found problems, listed under Entries not synced. Resolve them and export again.
No. Only time entries are exported, as time activities. Expenses are handled in Beebole only and are not synced to QuickBooks.