Your invoices. Your payments. In QuickBooks Online, without the re-keying.
EquipFlow connects to QuickBooks Online so the invoices you generate in EquipFlow post to QBO automatically. A/R aging stays in sync. Nobody is retyping invoices from your operations system into your accounting system at the end of the week.
Where accounting and operations go out of sync.
Most rental yards run EquipFlow for operations and QuickBooks Online for accounting. Without a connection between the two, someone — usually your office manager or bookkeeper — retypes every invoice from the rental system into QuickBooks at the end of the week. Payments recorded in QuickBooks don't make it back to the rental system. A/R aging in one place doesn't match A/R aging in the other. The two records drift apart, and the reconciliation never quite closes.
The fix isn't more reports. It's treating EquipFlow and QuickBooks as one financial record. When you generate an invoice in EquipFlow, it posts to QuickBooks. When a payment hits QuickBooks, it closes the invoice in EquipFlow. The week-long reconciliation cycle goes away because there is nothing left to reconcile.
How the QuickBooks Online sync works.
Invoices post to QuickBooks the moment you send them.
When you send an invoice in EquipFlow, it creates the corresponding invoice in QuickBooks Online — customer, line items, amount, tax, and terms. If the customer doesn't exist in QuickBooks yet, EquipFlow creates the customer record too. Nothing gets copied by hand. Nothing waits until Friday afternoon.
Payments recorded in QuickBooks close the invoice in EquipFlow.
Your bookkeeper records a payment in QuickBooks when the check clears or the ACH hits. That payment flows back into EquipFlow and marks the invoice paid. Your dispatcher sees a current A/R aging the next morning — the same figure your bookkeeper is looking at. There is no version of A/R aging that lives only in the accounting system.
Chart of accounts mapped once, not every month.
Map your QuickBooks accounts to EquipFlow's equipment classes, tax jurisdictions, and revenue categories once during setup. After that, every invoice posts to the right account automatically. No end-of-month category cleanup. No manual journals to correct a posting that landed in the wrong account.
QuickBooks is still QuickBooks.
Your accountant still uses QuickBooks the way they always have. Nothing about their workflow changes. EquipFlow is the system that feeds QuickBooks the rental data it needs — accurately, automatically, on the schedule your business already runs on. No new accounting system. No switching cost for your bookkeeper. They open QuickBooks in the morning and the invoices are already there.
Want the full picture — sales tax mapping, deposits and refunds, chart of accounts, what happens when Intuit is unreachable, and why QuickBooks Online only? Read the QuickBooks deep-dive →
The other integrations that keep the yard running.
These are the behind-the-scenes integrations that ship with EquipFlow out of the box. Not things you configure — things that just work.
Transactional email — built in.
Rental confirmations, return receipts, invoice and agreement sharing, team invites. Delivered by Resend. Nothing to configure.
Attachments and photos, stored safely.
Inspection photos, rental agreement PDFs, customer documents. Stored with Uploadthing. Retrievable from the unit, the job, and the customer record.
We know before you call.
Every error in the app is tracked by Sentry. If a dispatcher hits a bug, we see it before the support ticket.
See the QuickBooks sync on Monday's board.
We can show you how the sync behaves during a 20-minute demo. Bring your QuickBooks admin on the call if it matters to them. We'll walk through a full invoice post and a payment coming back through — so you can see exactly what lands in QuickBooks and what comes back to EquipFlow.
Book a demo →