This article explains how the QuickBooks integration works from a functional perspective including how to connect, create invoices, and how invoice updates sync automatically between systems.
Overview
The QuickBooks integration allows your organization to:
- Create invoices in PlanStreet that automatically appear in QuickBooks
- Sync invoice status updates (Paid, Partially Paid, Voided)
- Sync payment amounts and balances
- Keep accounting data aligned without manual re-entry
Once connected, the system keeps both platforms synchronized automatically.
Connecting to QuickBooks
To connect your QuickBooks company:
- Navigate to Accounting Options → QuickBooks
- Click Connect
- Sign in to your QuickBooks account
- Authorize the connection
Once connected, your QuickBooks company will remain linked to your PlanStreet account.
When You May Need to Reconnect
You may be prompted to reconnect if:
- This is your first time setting up QuickBooks
- Your QuickBooks session has expired
- The system has been inactive for an extended period
If prompted, simply click Connect again and reauthorize.
Creating an Invoice
To create an invoice:
- Go to the Invoice Screen
- Select the appropriate Case/Client
- Enter billing address, email, and phone number
- Click Save
The invoice will be created with a New status.
Once saved:
- The invoice is automatically sent to QuickBooks
- It will appear in your QuickBooks account
- No additional steps are required
What Happens After an Invoice is Created
After an invoice is created, the integration keeps both systems in sync.
If the Invoice is Paid in QuickBooks
- The status will automatically update to Paid in PlanStreet
- The balance will update accordingly
If a Partial Payment is Made
- The invoice status updates to reflect a partial payment
- The remaining balance updates automatically
If the Invoice Amount is Modified in QuickBooks
- The updated amount will reflect in PlanStreet
No manual syncing is required.
Deleting and Voiding Invoices
It is important to understand the difference between deleting and voiding.
In PlanStreet
- An invoice can only be deleted if its status is New
- If the invoice has any other status, the Void option will be available instead
- If the invoice is partially paid, it cannot be voided
- The Delete option is not available for invoices that are not in New status
In QuickBooks
- Invoices can be deleted directly in QuickBooks
- If the invoice has partial payments, QuickBooks will display a warning message
How Synchronization Works
The system automatically checks for updates and keeps invoices aligned between PlanStreet and QuickBooks.
This includes:
- Status changes
- Payments
- Voided invoices
- Balance updates
No user action is required to trigger synchronization.
Summary
The QuickBooks integration helps ensure:
- Invoices created in PlanStreet appear in QuickBooks
- Payments recorded in QuickBooks update in PlanStreet
- Statuses and balances stay aligned
- Manual re-entry of invoice data is eliminated
Once connected, the integration works automatically in the background to keep your accounting information consistent.