QuickBooks Online is connected from /settings/integrations/quickbooks. Only an owner or administrator can connect it and manage updates; other roles can see the status.
Connect QuickBooks
- Open
/settings/integrations/quickbooksand select Connect QuickBooks. - Intuit asks you to sign in, choose the QuickBooks company, and approve the connection.
- Back in Trades Operator the Status shows Connected with your QuickBooks company name. Nothing in your books was moved or changed.
Choose how updates flow
Open Connection and settings at the bottom of the page and, under Updates flow, pick one before the first sync:
- QuickBooks → Trades Operator: QuickBooks records and their changes come into Trades Operator. Nothing is sent to QuickBooks.
- Two-way sync: changes in either reach the other. Edits made in both since the last sync wait for you, or follow the rule you pick under Sync now includes. Sync now brings QuickBooks changes in first, then sends Trades Operator changes to QuickBooks.
- Trades Operator → QuickBooks: Trades Operator sends customers, items, invoices and payments to QuickBooks. QuickBooks changes stay in QuickBooks.
Trades Operator never picks this for you. A direction that is Closed for your company says why right below it, with a button to fix it. Two-way sync opens once Trades Operator has confirmed it for your company: select Ask for two-way sync (you confirm it is you), and Trades Operator approves it and turns on sending. Until then, or if sending is switched off, the page lists exactly what is missing and Ask Trades Operator to turn it on emails support. To change it later, select Change next to Updates flow, pick a direction, and select Save.
Bring your records in
The top of the page has one status line and one Sync now button. The line says Up to date, Syncing…, or Needs you: followed by what is left (for example "2 decisions, 7 records to fix"). Select Sync now (you may be asked to confirm your sign-in). It syncs everything in one click. Below the status line, each area shows how many records are in Trades Operator, how many are left, and its state:
- Accounts
- Customers & vendors
- Items (Pricebook)
- Unpaid invoices
- Paid history
- Estimates: brought in read-only, so they match QuickBooks to the cent
Exact matches are handled for you. Problem records are grouped under their area, each with its fix. Records that cannot be matched with certainty appear under Decisions, with a best guess already chosen; use Merge, Keep separate or Use this to answer. Records only QuickBooks can fix (for example a deleted customer or a sub-customer not billed with its parent) show Fix in QuickBooks with the exact change to make; the next Sync now checks again. The sync runs in the background, so you can leave the page.
Under Connection and settings, choose what Sync now includes and what happens when a record changed in both Trades Operator and QuickBooks (Ask me, QuickBooks wins or Trades Operator wins), then Save options. Accounts always stay matched, and turning an area off never removes anything already in Trades Operator.
Also under Connection and settings, Daily updates bring new invoices and payments from QuickBooks into Trades Operator. You can Pause daily updates or Enable daily updates.
Sync now (and daily updates) also bring your vendors, bills, bill payments, expenses (checks, cash and card purchases) and vendor credits into Trades Operator. They appear under Accounting on the Vendors, Bills and Expenses pages, marked From QuickBooks. Vendors you already have in Trades Operator are matched by name or email, never duplicated. QuickBooks records dated before your Trades Operator books start are kept as history (your opening balances carry their amounts); records on or after the start post to your Trades Operator books. Anything Trades Operator cannot bring in exactly (for example a bill with sales tax, or an account not linked yet) is listed on those pages with the reason; the next sync tries again. Transfers and journal entries are read but not brought in yet. Nothing is changed in QuickBooks.
If it is not working
- QuickBooks was not connected: nothing was connected. Select Connect QuickBooks again when ready.
- Connect QuickBooks again: the connection link expired or did not finish. Try again.
- QuickBooks needs attention: try connecting again; if it continues, ask support.
- Needs reconnecting or QuickBooks needs to be connected again: select Reconnect QuickBooks and choose the same QuickBooks company. Your progress is saved; do not start over.
- QuickBooks did not answer: nothing was lost. Try Sync now again after the time shown.
- Sync now can't run in this direction: open Connection and settings, then Updates flow, to see why and use the fix shown there.
- Selecting Disconnect stops Trades Operator from reading QuickBooks. Existing records stay in Trades Operator.
Last updated 2026-10-09. Questions? Email support@tradesoperator.com.