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QuickBooks Online

Professional plan

Connect QuickBooks Online so your customers and invoices sync from PartyPad, and fix invoices that failed to sync.

Connect QuickBooks Online and PartyPad creates your customers and invoices there, so your bookkeeper isn't retyping orders. QuickBooks sync is part of the Professional plan. On the Free plan, Integrations shows an upgrade panel instead.

Everything here lives under Settings, in the Integrations section.

What the sync does

Once connected, PartyPad can:

  • Create customer records in QuickBooks when new orders come in.
  • Create draft invoices for review when orders are placed.
  • Send invoices automatically when orders are confirmed.

PartyPad only asks QuickBooks for access to customer and invoice data.

Connect QuickBooks

  1. Go to Integrations.
  2. On the QuickBooks Online card, click Connect to QuickBooks.
  3. Sign in to QuickBooks, choose your company and approve the connection.
  4. You come back to PartyPad. The card shows Connected, with the company name and the date you connected.

Click Test at any time to check the connection still works.

Invoice Settings

Choose how invoices are made, then click Save Settings.

  • Auto-create Invoices: create a draft invoice for each new order.
  • Send on Confirmation: send the invoice automatically when the order is confirmed.
  • Pause QB Sync: stop all automatic syncing while your bookkeeper is working in QuickBooks. The card shows PAUSED until you turn it off.
  • Payment Due (days): how many days the customer has to pay.
  • Default Memo: a message printed on invoices.
  • Include Event Notes: add the order's notes to the invoice lines.
  • Payment Options: one per line, printed on every customer invoice. For example, the ways you take payment.

Keeping the connection alive

QuickBooks connections expire if they aren't renewed. The OAuth Token Health panel shows whether the Access Token and Refresh Token are Healthy, Expiring Soon or Expired. The access token renews itself when PartyPad next talks to QuickBooks.

PartyPad emails you before the connection expires. Expiry alerts are always on. Email me this many days before my QuickBooks connection expires sets how much notice you get, from 3 to 60 days (14 by default).

If the refresh token shows Expired, syncing has stopped. Click Connect to QuickBooks again to reconnect.

Item mappings

If your orders arrive from another booking system, its item names may not match the items in QuickBooks. Item Mappings links the two so invoice lines land on the right QuickBooks item.

  1. Connect QuickBooks first. The card is locked until you do.
  2. Click Add Mapping.
  3. Enter the CRM Item Name exactly as your booking system sends it, for example "Bounce House Rental".
  4. Choose the QuickBooks Item it should become, and click the check mark to save the row.

The table shows each mapping, whether it is Active, and when it was Last Used. Use the pencil to edit a mapping and the bin to delete it.

Fixing sync errors

When an invoice can't be created, the order appears under Sync Errors with the date it failed and the reason. These orders have no invoice in QuickBooks, but every charge is still recorded in PartyPad.

  1. Read the reason and fix the cause, usually in QuickBooks (a missing item, a customer problem or an expired connection).
  2. Click Retry on the order.

Disconnect

Click Disconnect QuickBooks and confirm. Customer and invoice syncing stops. Nothing already in QuickBooks is deleted, and you can reconnect at any time.