QuickBooks Online Integration

Plan Requirement: Ultimate

⚠️ Important Disclaimer: CloudBridal is not an accounting service and we do not provide accounting advice. This integration simply transfers your order data to QuickBooks to save manual data entry time. You should work with your accountant to ensure the synced data is properly categorized and meets your accounting and tax requirements. Additional manual work in QuickBooks may be required.

QuickBooks Online is a popular accounting and business software that many businesses use to help they manage their finances. CloudBridal integrates with QuickBooks Online to make it easier to synchronize your customer order data from CloudBridal → QuickBooks Online.

How the QuickBooks Online Integration Works

Customer orders created in CloudBridal are automatically synchronized to QuickBooks every 6 hours, or you can sync manually whenever you need to. You can also disable automatic sync if you prefer to have full control over when your data is transferred.

When your data syncs, here's what happens:

What to Expect

By default, all orders will sync to QuickBooks as generic "Service" line items. The integration can automatically categorize your products if you have matching Items set up in QuickBooks, but this requires some additional setup (see "Improving Your Sync" section below).

Setting Up the QuickBooks Online Integration

What You'll Need

• An active QuickBooks Online subscription
• CloudBridal Ultimate plan
• Admin access to both systems

Step 1: Connect CloudBridal to QuickBooks

1. In CloudBridal, go to Settings → Integrations Hub
2. Enable the QuickBooks integration and click Connect to QuickBooks
3. Sign in to your QuickBooks Online account when prompted
4. Click Authorize to let CloudBridal access your QuickBooks data
5. You'll be brought back to CloudBridal with a "Successfully connected!" message

Step 2: Configure Your Sync Preferences

Now that you're connected, tell CloudBridal how you want the sync to work:

1. Turn on Order Sync: Check "Enable Sync: CloudBridal Orders → QuickBooks Invoices"
2. Choose Automatic or Manual Sync:

• ✅ Automatic: Syncs every 6 hours without you having to do anything
• ❌ Manual Only: You decide when to sync by clicking a button

3. Set a Cutoff Date: Choose the earliest date you want to sync. This prevents old orders from cluttering up QuickBooks, and allows you to test the integration with a limited amount of orders for the initial sync
4. Click Save Configuration

Step 3: Do Your First Test Sync

Important: Start with a small test before syncing any historical data.

1. In the Data Sync section, click Manual Sync
2. Choose a short date range - select just a few recent orders
3. Click Start Sync to transfer these test orders to QuickBooks
4. Review the results in QuickBooks - check that invoices, customers, and payments look correct
5. Work with your accountant to verify the sync results meet your accounting requirements
6. Once you're satisfied with the test results, you can expand the date range as needed

Understanding Your Data Sync

What Information Gets Transferred

Orders become Invoices with:

• Customer information
• What they bought (with proper categories if you set them up)
• Prices and any discounts applied
• Tax amounts
• Order notes (saved as private notes)

Customer Information:

• Names, email addresses, phone numbers
• Addresses
• Your CloudBridal customer numbers

Payments:

• Payment amounts and dates
• Payment methods
• Automatically linked to the right invoices

When Syncing Happens

Automatic Mode: Every 6 hours, CloudBridal checks for new or changed orders and syncs them to QuickBooks.

Manual Mode: Whenever you click the "Manual Sync" button, you can choose exactly which date range to sync.

Improving Your Sync with Additional Setup

By default, the integration works without any additional setup in QuickBooks. However, you can improve the accuracy and organization of your synced data by setting up matching Items and Payment Methods in QuickBooks.

Setting Up Product Categories (Items)

To have your order line items properly categorized instead of showing as generic "Service" entries:

1. In QuickBooks Online, go to Sales → Products and Services
2. Click New and choose:

• Service (for item types like alterations or consultations)
• Non-inventory (for physical items you sell but don't track inventory for)

3. Create Items with exact names matching your CloudBridal Inventory Item Types:

• If CloudBridal shows "Wedding Dress", create an Item named exactly "Wedding Dress"
• If CloudBridal shows "Accessories", create an Item named exactly "Accessories"
• And so on for each of your inventory types

Setting Up Payment Methods

To have payments show with the correct payment method instead of generic entries:

1. In QuickBooks Online, go to Settings → All lists → Payment Methods
2. Create payment methods with names that match what you use in the CloudBridal Payments Settings area:

• "Credit Card", "Cash", "Check", "ACH", etc.

3. The integration will try to match payment method names between the two systems

What Happens After Setup

Once you've created matching Items and Payment Methods in QuickBooks:

• New syncs will automatically use the proper categories
• Existing synced data will remain as-is (you may need to manually update older entries if desired)
• Unmatched items will still sync as generic "Service" entries

Troubleshooting Common Issues

Connection Problems

"Connection expired" or similar error messages

• What happened: Your QuickBooks connection expires after 100 days for security reasons
• How to fix: Go back to your QuickBooks settings in CloudBridal and reconnect in the Connection Status area
• Prevention: Check your connection status regularly - CloudBridal will send you a notification through the notification center when it has expired.

"Permission denied" errors

• What happened: CloudBridal doesn't have the right permissions in QuickBooks
• How to fix: Disconnect and reconnect, making sure to click "Authorize" for all permissions

Sync Issues

Some orders didn't sync

• Check that the order date is within your sync range
• Make sure the order isn't marked as "Draft" or "Cancelled"
• Verify the customer has a name (required for QuickBooks)

Items showing up as "Service" instead of proper categories

• Create matching Items in QuickBooks with exact names (see "Improving Your Sync" section above)
• Ensure the Item names in QuickBooks match your CloudBridal Inventory Item Types exactly
• The system will automatically use proper categories for new syncs after setup

Sync is taking a long time

• This is normal for large amounts of data
• QuickBooks limits how fast data can be transferred to protect their system

Need Help?

For CloudBridal issues: Contact your normal CloudBridal support team

For QuickBooks questions: Visit the QuickBooks Help Center

Best Practices for Success

Getting Started Right

1. Work with your accountant: Before syncing, discuss with your accountant how this data should be organized in QuickBooks
2. Clean up your data first: Ensure customer info and orders are accurate in CloudBridal
3. Choose a reasonable cutoff date: Don't sync years of old data unless you really need it
4. Start small and test thoroughly:

• Sync only a few orders first (like one week)
• Review every aspect in QuickBooks with your accountant
• Verify invoices, customers, payments, and categories are correct
• Only proceed with larger syncs after confirming everything looks right

5. Set up matching Items and Payment Methods: For better organization (see "Improving Your Sync" section)

Keeping Things Running Smoothly

1. Use automatic sync: It's more reliable than remembering to do manual syncs
2. Monitor your connection status: QuickBooks connections expire every 100 days and need to be refreshed
3. Monitor for any failed syncs: Fix issues promptly to keep your books accurate
4. Review synced data regularly: Spot-check that new orders are syncing correctly
5. Update QuickBooks Items when needed: Add new Items when you add new inventory types in CloudBridal
6. Remember this is just data transfer: The integration saves data entry time but doesn't replace proper accounting practices

Updated on: 13/09/2025