Connect QuickBooks Online

SyteNav connects to QuickBooks Online (the cloud version). Once connected, you can push your data into QuickBooks so your bookkeeper does not have to re-enter it. This is a one-way push (SyteNav to QuickBooks).

ONCE CONNECTED IT RUNS ITSELF. Every client payment you record and every sub bill you approve pushes to QuickBooks on its own - no button to remember. If QuickBooks is slow or down, the record saves anyway and the miss is picked up next time you press Sync. The Settings card tells you if anything is waiting.

CUSTOMERS GO ACROSS AS YOU ADD THEM, and a correction to a name, email, phone or billing address updates them in QuickBooks too. Subcontractors and suppliers still appear as Vendors the first time you approve one of their bills.

WHAT GOES WHERE. An invoice you SEND your client becomes a QuickBooks Invoice - money owed to you, visible in your books before it is paid, so your accountant sees receivables and aging. When the client pays, that payment is applied against the invoice rather than booked as a second sale. A deposit taken before any invoice exists has no receivable to settle, so it lands as a Sales Receipt instead. Bills your subs send you become QuickBooks Bills.

IT SETTLES THE INVOICE YOU PRESSED MARK PAID ON. Not the oldest one, not the biggest one - the one you were looking at. Money recorded on its own, without going through an invoice, is applied to the oldest invoice still open, which is what anybody does with a cheque that arrives naming nothing.

A PAYMENT WAITS FOR ITS INVOICE. If you mark an invoice paid before that invoice has reached QuickBooks, the payment holds rather than booking itself as a separate sale - which would count the job twice once the invoice arrives. Press Sync client invoices, then Sync client payments, and both land in the right order.

PAYING A SUB GOES ACROSS TOO. Approving their bill puts it in QuickBooks as money you owe; marking it paid records the payment against that same bill, so the payable closes. Both halves matter - the bill on its own leaves QuickBooks thinking you still owe money you have already sent. Bills paid before this existed are caught up with SYNC BILL PAYMENTS on the Settings card.

CORRECTING A BILL CORRECTS IT IN QUICKBOOKS. Change the amount on a bill that has already gone across and the QuickBooks bill is updated in place - never a second one. Two exceptions, and both tell you: if you have already marked the bill PAID, the payment in QuickBooks is applied to the old amount, so void that payment in QuickBooks first and then edit; and if your bookkeeper has split the bill across several lines over there, that split is theirs and SyteNav will not overwrite it - change the amount in QuickBooks instead. Either way the edit still saves in SyteNav, so the message is worth reading.

A DRAFT INVOICE NEVER PUSHES. Nobody has been asked for that money yet, so it is not a receivable. It goes to QuickBooks the moment you send it.

HOW THE MONEY CAME IN GOES TOO. The method you pick when recording a payment - Check, ACH, Wire, Cash, CC - is set on the QuickBooks record, which is the column your bookkeeper reconciles a bank statement against. QuickBooks ships with Check, Cash and Credit Card; anything it does not have (ACH, Wire, QuickPay) is created in your QuickBooks the first time you use it. Leave the method blank and the QuickBooks record simply has none, rather than a guess.

IF QUICKBOOKS WILL NOT ACCEPT THE METHOD - usually because somebody made it inactive over there - the payment still goes across and still settles the invoice, and how it was paid is written into the memo instead: "Hackensack Medical Suite - check1005 (paid by Check)". Money in the right place beats a tidy column, and the sync log names the method that needs fixing so the next one can use the proper field again.

IF YOU CONNECTED BEFORE AUGUST 2026, records pushed back then are all Sales Receipts - the older cash-basis way. They are left exactly as they are rather than rewritten; anything sent from now on follows the invoice-and-payment model above.

REFERENCE AND MEMO ARE TWO FIELDS, because QuickBooks has two. The Reference / check # is the payer's number - a check number, a wire confirmation - and the Memo is anything worth remembering. This was one box called "Memo / check #", so a check number went across as the memo and the reference column got SyteNav's tracking id, which is backwards. To fix a payment recorded before this changed: put the number in the Reference box, then press UPDATE FORMATTING on the Settings card and it is rewritten in QuickBooks in place - nothing is duplicated.

A SYNC THAT FAILS NOW SAYS WHY. QuickBooks answers a bad reference with "Object Not Found" and a sentence listing every field it might be, naming none of them. When that happens SyteNav asks QuickBooks about each thing it sent - the customer, the invoice, the payment method - and the sync log records which one was refused and what is wrong with it. Read it under Recent sync activity in Settings.

IF A RECORD LOOKS DUPLICATED IN QUICKBOOKS from before 27 Aug 2026, void the copy SyteNav is not pointing at - a very brief window let a double-press create two. Deleting a sub bill in SyteNav before 30 Aug 2026 also left its QuickBooks bill behind; void those in QuickBooks by hand. None of this can happen going forward - a delete now voids the QuickBooks side with it.

THE QB CHIP ON A PAYMENT means two different things and looks it. A solid "QB ✓" is a fact - the sync pushed that payment and has its QuickBooks id. The clickable "QB?" tick is your own claim, for payments you typed into QuickBooks by hand.

ALREADY TYPED IT INTO QUICKBOOKS YOURSELF? Tick 'Already in QuickBooks - don't sync' when you record the payment and SyteNav leaves it alone, so you do not end up with the same payment twice in your books. Leave it unticked and the payment goes across on its own.

MATCHING A RECORD IN QUICKBOOKS. Record a payment with a Reference / check # and that is what QuickBooks shows as its Reference no. - the column you reconcile a bank statement against - with the project name and your memo alongside it. Leave the reference blank and SyteNav puts its own tracking number there instead (SN-9f84f2bd), so a record is never unmatchable. Hover the QB chip on a payment in SyteNav to see its reference. The "NO." column in QuickBooks lists is that reference - unless your QuickBooks company auto-numbers transactions, in which case the memo is your match. Records pushed before this existed can be brought up to the same format with UPDATE FORMATTING on the Settings card - it rewrites the memo and reference on the records already in QuickBooks, in place, without duplicating anything.

1. 1Open Settings and go to the Integrations tab.
2. 2Click Connect QuickBooks and sign in to your QuickBooks Online company.
3. 3Use Sync customers, Sync subs (vendors), Sync bills, Sync bill payments, Sync client invoices and Sync payments to push those records - bills before bill payments, and invoices before payments, so each payment has something to settle.
4. 4Watch the Recent sync activity list to confirm what went over (and see any errors).

What each button sends: customers become QuickBooks Customers; subs become Vendors; approved or paid sub invoices become Bills (accounts payable); invoices you sent your client become Invoices (money owed to you); and client payments settle those invoices, or become Sales Receipts when there is no invoice to settle. Bills and payments automatically create their vendor or customer in QuickBooks first if it is not there yet.

Bills post against a default expense (or cost-of-goods) account and payments against a default service item in QuickBooks; your bookkeeper can recategorize inside QuickBooks. QuickBooks Desktop is not supported - only QuickBooks Online.