Avaza + QuickBooks Online: two-way integration for invoices, payments and customers
Run projects, timesheets, expenses and invoicing in Avaza. Invoices and payments sync instantly with QuickBooks Online, and new customers and products are created for you, so your books stay accurate with no double entry.
4.6/5 on Capterra · 800+ verified reviews on
What is QuickBooks Online?
QuickBooks Online is Intuit's cloud accounting software and a popular choice for small and mid-sized businesses. It keeps the books: bank feeds and reconciliation, tax tools, invoicing and estimates, and optional payroll. It is where many accountants and bookkeepers expect to work.
On its own, though, it is not an all-in-one solution for services teams and consulting companies. There is no team resource scheduling, no project management with task boards and Gantt charts, no flexible time-based billing, and project accounting and profitability reporting only arrive on its higher plans.
Pairing QuickBooks Online with Avaza closes that gap. Your team plans projects, tracks time and expenses and bills clients in Avaza, while QuickBooks Online keeps the accounts accurate — automatically. Businesses that combine the two save significant admin time, avoid double entry and make better decisions.
Connect QuickBooks Online with Avaza
Avaza's native QuickBooks Online integration is an instant, two-way sync. Manage work and invoicing in Avaza while your accounting stays accurate in QuickBooks Online. These are the workflows it supports.
Invoices and payments
- Create invoices automatically — create an invoice in Avaza and a matching invoice is created in QuickBooks Online. No double entry, no re-keying by your bookkeeper.
- Keep invoices in sync — update an invoice in Avaza and the linked QuickBooks Online invoice is updated to match.
- Apply payments from Avaza — record a payment against an Avaza invoice, by hand or when a client pays online with Pay Now, and it is created and applied to the linked invoice in QuickBooks Online.
- Apply payments from QuickBooks Online — prefer to receive and reconcile payments in QuickBooks Online? Payments applied there flow straight back to Avaza, so outstanding balances and project financials stay current.
Customers, items and taxes stay aligned too
The integration also keeps your reference data aligned, so the two systems never drift apart:
- New customers are created for you — an Avaza customer that does not exist in QuickBooks Online yet is created there automatically.
- Products and services match — Avaza inventory items are created as QuickBooks Online Products & Services when they do not already exist, using the default revenue account you choose at setup.
- Taxes are mapped once — during setup you map each Avaza tax code to the matching QuickBooks Online tax code, picked from a drop-down of the taxes in your QuickBooks account.
- Revenue lands in the right income account — name your Avaza products and services to match the QuickBooks Online items linked to your income sub-accounts, and each invoice line posts to that sub-account, so your Profit & Loss shows revenue by service type or department. See how to map invoice line items to income sub-accounts.
That means you can confidently manage projects, time and invoices in Avaza while your bookkeeper keeps clean, accurate books in QuickBooks Online.
Set it up once, then let it run
The integration settings give your finance team control over what syncs and where it posts, and an activity log records every transaction the sync has processed.
Instant and two-way
While the integration is active, invoices and payments are copied between Avaza and QuickBooks Online instantly. Click Sync Now to run it on demand, or Pause Sync when you need to stop it.
You decide what syncs
Set an integration start date, choose which invoice statuses are passed to QuickBooks Online, and let QuickBooks generate its own invoice numbers if that is how your books are organised.
Accounts mapped your way
Pick the revenue account for new items, the account for discounts, a product for rounding differences, the payment account for synced payments and the QuickBooks tax code for every Avaza tax.
Nothing slips through
Every transaction the sync attempts is logged as Ok or Error. A failure triggers an email with the invoice number and the error message, and you can retry or ignore it from the activity log.
How to connect Avaza with QuickBooks Online
Connecting takes a few minutes and needs an Avaza user with the Administrator role:
- Open the Marketplace — in Avaza go to Settings › Marketplace, open the QuickBooks app (listed under both Feature and Accounting) and click Connect.
- Grant access — click Grant Access to Avaza, then Connect to QuickBooks and authorise access to your QuickBooks Online company.
- Configure the sync — set the integration start date, choose invoice statuses, revenue and payment accounts and tax mappings, and tick the payment directions you want.
- Start syncing — click Save Settings, then Start Sync. Invoices created or updated after the start date are copied across on the first run, and new activity syncs from then on.
Read the step-by-step guide with screenshots at support.avaza.com, or explore the rest of our integrations directory. Keep your books in Xero instead? See the Avaza + Xero integration.
Who the QuickBooks Online integration is for
Avaza + QuickBooks Online suits services businesses that bill for time, projects and expenses and whose accountant or bookkeeper works in QuickBooks Online: consulting firms, creative and digital agencies, IT services companies, law firms, architecture and engineering practices and accounting and finance teams that run client engagements.
What Avaza adds to QuickBooks Online
- Project management — Kanban, Gantt, list and calendar views of every task, discussions with your team and clients, and flexible project budgets and billing methods. Explore project management.
- Resource scheduling — book your team onto projects on an interactive schedule that shows availability and leave, so you make smarter scheduling decisions. Explore resource scheduling.
- Time and expense tracking — timers on every device, timesheet and expense approvals, per-project and per-user rates, and receipt photos attached to expense claims. Explore timesheets and expenses.
- Quotes and invoicing — convert estimates into invoices, add uninvoiced time, expenses and fixed amounts with grouping, let clients pay online with Pay Now, and set up recurring or retainer billing. Explore invoicing.
- Reporting — 30+ reports including project profitability, staff utilisation, receivables and profit and loss, saved and scheduled for delivery. Explore reporting.
Keep QuickBooks Online for the ledger, bank reconciliation and payroll. Avaza is not accounting software and does not try to replace it; it runs the client work in front of your books and keeps the two in step.
Frequently asked questions
What does the Avaza QuickBooks Online integration sync?
Invoices created or updated in Avaza are created or updated in QuickBooks Online, and payments applied to an invoice in either system are applied to the linked invoice in the other. New Avaza customers and inventory items are created in QuickBooks Online when they do not exist yet, and Avaza tax codes are mapped to QuickBooks tax codes during setup. Avaza plans to add further scenarios over time.
Is the sync two-way, and how quickly does it run?
Yes. While the integration is active, data is copied between Avaza and QuickBooks Online instantly whenever an invoice is created or updated or a payment is applied. You can also click Sync Now on the integration settings page to run it on demand, which works even while the sync is paused, and Pause Sync stops automatic copying until you resume it.
Can I choose which invoices go to QuickBooks Online?
Yes. You set an integration start date, and only invoices created or updated after that date are copied across on the first run. You also choose which invoice statuses are passed to QuickBooks Online, so draft invoices can stay out of your books until they are sent, and you can let QuickBooks Online generate its own invoice numbers instead of using Avaza's.
Can my bookkeeper record payments in QuickBooks Online instead of Avaza?
Yes. The integration has two payment options you can switch on independently. Send Payments from Avaza to QuickBooks applies payments recorded in Avaza, including online Pay Now payments, to the linked QuickBooks invoice using the payment account you select. Send Payments from QuickBooks to Avaza creates payments in Avaza whenever your bookkeeper applies them in QuickBooks Online, so Avaza's outstanding balances stay correct.
How do I post revenue to the right QuickBooks Online income account?
QuickBooks Online posts income based on the product or service item on each invoice line. Create a parent income account with sub-accounts for each service category in QuickBooks, link a product or service item to each sub-account, then create Avaza products and services with names that match those items exactly. Invoice lines that use them post to the intended sub-account, and no duplicate items are created. The support guide walks through it step by step.
What happens if a transaction fails to sync?
The activity log on the integration settings page lists every transaction the sync has attempted with a status of Ok or Error, and an exception email goes to the account email and to the user who last saved the settings, with the Avaza invoice number, the error message and the QuickBooks account name. Fix the cause and the sync retries; you can also ignore a transaction or undo an ignore to retry it. A transaction that fails five times is ignored automatically.
Who can set up the integration, and which Avaza plans include it?
Only Avaza users with the Administrator role can access the QuickBooks Online integration, from Settings › Marketplace. Avaza's plan comparison lists the Xero and QuickBooks Online integrations on the paid plans, which start at $11.95 per month. You can begin on the Free plan, set up projects, timesheets and invoicing, and upgrade from the Subscription page when you are ready to connect QuickBooks Online.
Sync Avaza with QuickBooks Online today
Create your free Avaza account, set up your projects and invoicing, and connect QuickBooks Online in minutes.