Connect RIVET to QuickBooks Online to automatically sync your billing data, eliminating double entry and keeping your books accurate. This guide walks you through the connection process.
Pro Feature
Before You Start
You'll need:
- A QuickBooks Online account (Simple Start, Essentials, or Plus)
- Admin access to the QuickBooks company
- Owner or Manager role in RIVET
- RIVET Pro or Scale subscription
QuickBooks Online Only
Connecting QuickBooks
Step 1: Navigate to Integrations
- 1Go to Settings in RIVET (gear icon in the sidebar)
- 2Click Integrations from the settings menu
- 3Find QuickBooks Online in the integrations list
- 4Click the Connect button
Step 2: Authorize Access
- 1A QuickBooks login window will open in a new tab
- 2Sign in to your QuickBooks account with your Intuit credentials
- 3Select the company to connect (if you have multiple companies)
- 4Review the permissions RIVET is requesting
- 5Click Connect to authorize
Step 3: Configure Settings
After connecting, configure how data syncs:
- Map your revenue accounts to QuickBooks income accounts
- Set up retainage receivable account (Other Current Asset type)
- Configure class tracking for job costing (if using)
- Choose your sync preferences (automatic or manual)
Account Mapping
RIVET needs to know which QuickBooks accounts to use:
| RIVET Item | QuickBooks Account |
|---|---|
| Contract Revenue | Income account (e.g., Construction Revenue) |
| Accounts Receivable | Accounts Receivable (standard A/R) |
| Retainage | Retainage Receivable (asset account) |
Create Accounts First
Required Permissions
RIVET requests these QuickBooks permissions:
- Invoices - Create and read invoices
- Customers - Create and read customer records
- Chart of Accounts - Read accounts for mapping
- Journal Entries - Create retainage entries
- Classes - Read and use classes (if enabled)
Class Tracking
If you use QuickBooks Classes for job costing, RIVET can map projects to classes:
Enable Class Tracking
- In QuickBooks: Settings → Company Settings → Categories
- Enable "Track classes"
- In RIVET: Integration settings → Enable class sync
Mapping Options
- Auto-create - RIVET creates a class for each project
- Manual map - You map each project to an existing class
Connection Status
View your connection status in Settings → Integrations:
| Status | Meaning |
|---|---|
| Connected | Active connection, sync is working |
| Needs Reauthorization | Token expired, reconnect required |
| Disconnected | Not connected to QuickBooks |
| Error | Issue with connection, action needed |
Reconnecting
QuickBooks connections expire periodically. When this happens:
- You'll see a notification in RIVET
- Go to Settings → Integrations
- Click Reconnect
- Sign in to QuickBooks again
- Authorize the connection
Data Is Safe
Disconnecting
To disconnect QuickBooks:
- Go to Settings → Integrations
- Find QuickBooks Online
- Click Disconnect
- Confirm the disconnection
Previously synced data remains in both systems. New billing won't sync until you reconnect.
Troubleshooting
Connection Failed
- Verify you're using QuickBooks Online (not Desktop)
- Check that you're an admin on the QuickBooks company
- Try in an incognito browser window
- Ensure pop-ups are allowed for the QuickBooks auth window
Multiple Companies
If you have multiple QuickBooks companies, make sure to select the correct one during authorization.
Permission Denied
Some QuickBooks users may not have permission to authorize apps. Contact your QuickBooks admin to enable app connections.
Next Steps
Learn what syncs to QuickBooks and how to manage the sync process.
Need Help?
If you're having trouble connecting QuickBooks, contact our support team at support@slpwlk.io.