QuickBooks Online, without the end-of-week re-keying.

Available now. Invoices, payments, customers, and line items sync between EquipFlow and QuickBooks Online automatically — both directions, with honest failure handling.

Most yards run EquipFlow for operations and QuickBooks for accounting. The worst version of that setup is one where the office manager retypes every invoice every Friday, a payment hits QuickBooks but never closes the invoice in the rental system, and A/R aging never quite matches between the two.

EquipFlow’s QuickBooks Online connection removes the retype step, closes the loop on payments, and keeps the two records honest. Below is what it syncs, what it does not, and what happens when something goes wrong.

QuickBooks Online only. Not Desktop.

EquipFlow syncs with QuickBooks Online (Simple Start, Essentials, Plus, and Advanced). It does not sync with QuickBooks Desktop, QuickBooks Enterprise, QuickBooks Self-Employed, or any other accounting system at this time.

If you are on QuickBooks Desktop, Intuit’s own migration flow moves your file to QuickBooks Online — we can help you scope that move as part of onboarding. If you are on Sage, Xero, NetSuite, or something else, we are not the right fit yet. We would rather be honest about that on day one than ship a brittle bridge.

What syncs.

Invoices — EquipFlow to QuickBooks.

When you send an invoice in EquipFlow, we create the matching invoice in QuickBooks Online within a few seconds. The invoice carries the customer reference, the line items, quantities, rates, discounts, tax, terms, and memo.

If the customer does not yet exist in QuickBooks, we create the customer record first and link the two sides by an external ID we control — not by name, so renaming a customer on either side does not break the link.

Payments — QuickBooks to EquipFlow.

When your bookkeeper records a payment in QuickBooks — ACH, check, wire, or a batched deposit — the payment flows back into EquipFlow and closes the matching invoice. Partial payments apply partially. Over-payments sit as credit on the customer record.

The next morning, your dispatcher sees the same A/R aging your bookkeeper is looking at, because both systems are reading off the same set of transactions.

Customers — both directions.

New customers created in EquipFlow push to QuickBooks on the first invoice. Customer edits — billing address, terms, tax exemption status — sync both ways.

If your bookkeeper changes a credit term in QuickBooks to match a signed MSA, EquipFlow picks up the change and applies it to the next rental.

Items — EquipFlow to QuickBooks.

Equipment classes, rental rates, sale items, and service items map to QuickBooks items once during setup. After that, every invoice line posts to the right item and therefore to the right income account.

You are not classifying line items in QuickBooks after the fact. The posting is correct the first time.

Sales tax.

QuickBooks Online is the source of truth for sales tax on the accounting side. During setup we map each of your tax jurisdictions in EquipFlow — state, county, local district, rental tax — to the matching sales tax code in QuickBooks.

The invoice we send already carries the correct tax code and rate, so QuickBooks does not re-compute tax on invoices that crossed the wire. If you use Intuit’s Automated Sales Tax, the calculated figure from EquipFlow wins on invoices we push, and QBO records the liability against the mapped agency.

Tax-exempt customers carry their exemption flag and certificate reference across both systems. If your state requires a per-site exemption (the customer is exempt at Site A but taxable at Site B), that is supported at the site record, not just the customer record.

Deposits, credits, and refunds.

Rental deposits collected at contract start post to QuickBooks as a credit against the customer — not as revenue — and draw down against the final invoice or refund at return.

Credit memos issued in EquipFlow sync to QuickBooks as credit memos against the same customer. Refunds processed against a credit memo or an open payment come back through as a cash refund in both systems, against the refund clearing account you mapped during setup.

Write-offs on uncollectable invoices happen in QuickBooks; the invoice closes in EquipFlow automatically once the write-off clears.

Chart of accounts mapping.

We map your chart of accounts once during onboarding. Rental revenue by equipment class maps to the income accounts you already use in QuickBooks.

Damage waivers, environmental fees, delivery and pickup, and fuel surcharges each map to the income or liability accounts they belong in — not all lumped under “Other Income.” Sales tax agencies map to the liability accounts QuickBooks already tracks. Deposits map to a customer deposit liability account you choose. Refunds and chargebacks map to the clearing account you use today.

Your accountant does the mapping with us in the kickoff call. After that, there is no end-of-month category cleanup.

When QuickBooks is unavailable.

Intuit’s API goes down. Tokens expire. Networks have bad mornings. We treat the connection as a real distributed system, not as if QuickBooks is always reachable.

QuickBooks is down or slow.

Invoices and payments queue locally in EquipFlow. Your yard keeps invoicing. When Intuit is back, we drain the queue in order.

You see the queue depth and the retry schedule on the integration screen — not as a red banner, but so you can verify nothing is stuck.

Your QuickBooks token expired.

Intuit rotates the OAuth refresh token roughly every hundred days. When that happens, the connection pauses, we notify the integration owner by email, and the fix is a single reconnect click in the EquipFlow admin — no lost data, no stuck invoices.

We also try to refresh the token proactively before it expires, so most yards never see the notification at all.

A duplicate invoice risk appears.

Every invoice we send carries an idempotency key. If a network blip causes us to retry, QuickBooks sees the same key twice and we do not create a duplicate.

If someone manually creates the same invoice in QuickBooks before our sync catches up, EquipFlow detects the match on amount plus customer plus reference and links the two instead of creating a second invoice. If the detection is wrong — which is rare — the integration log shows the conflict and we pause rather than post.

Something actually fails.

We log every push and every retry. When a posting fails more than three times, we surface it to the integration owner with the QuickBooks error verbatim — we do not hide Intuit’s message behind a generic “sync failed” banner.

Most of the time the cause is legitimate — a closed accounting period, a retired sales tax agency, a customer QuickBooks considers inactive — and the fix is obvious once you can read the error.

Setup and connection.

Connecting EquipFlow to QuickBooks Online is an OAuth flow. Someone with QuickBooks admin rights clicks connect in EquipFlow, signs in at Intuit, authorizes EquipFlow, and the connection is live.

Setup takes about twenty minutes once the chart-of-accounts mapping is done. Historical invoices do not sync retroactively by default — you choose a cutover date, and everything issued on or after that date flows automatically.