Overview
The QuickBooks Online integration allows you to connect your QuickBooks Online account to Copilot CRM to sync customers, invoices, and payments.
This article covers how to connect your account, choose your sync settings, and avoid creating duplicate entries.
Important Notes
Support Limitations: Our team can assist with setup, but we cannot provide in-depth troubleshooting for QuickBooks Online issues.
Sync Versions:
Accounts created on or after December 16, 2024, use One-Way Sync by default.
Accounts created before that date continue using Two-Way Sync unless you opt in to One-Way Sync by contacting Support.
One-Way Sync Availability: Currently available only for new accounts created after December 16, 2024.
Step 1: Connect Your QuickBooks Online Account
Click the Settings (⚙️) icon in the top-right corner of your Copilot dashboard.
Select the QuickBooks Sync tab.
Click Connect QuickBooks Account and sign in to your QuickBooks Online account.
Note:
If you plan to sync customers between Copilot and QuickBooks Online, do not import customers via CSV before connecting. Doing so may cause duplicate entries in QuickBooks.
Step 2: Configure Your Sync Settings
After connecting your QuickBooks account, you can adjust your Sync Options to control how data is shared between systems.
Customer Sync Options
Auto-Sync Customers – Automatically syncs new customers between Copilot and QuickBooks.
Only Upload Customers to QuickBooks if Company Name Does Not Yet Exist – Prevents duplicates by matching on company name.
Only Upload Customers to QuickBooks if Customer Email Does Not Yet Exist – Prevents duplicates by matching on email address.
Invoice and Payment Sync Options
Auto-Sync Invoices – Automatically syncs invoices from Copilot to QuickBooks.
Auto-Sync Payments – Automatically syncs payments recorded in Copilot to QuickBooks.
Step 3: How to Avoid Duplicate Entries in QuickBooks
To ensure the safest setup and prevent duplicate customers, follow these steps:
1. Connect Your QuickBooks Online Account
Follow the connection steps listed above.
2. Turn OFF Auto-Sync
Before importing any data, turn off all auto-sync options to prevent automatic uploads during setup.
3. Import Your Customers
If you have an existing list of customers, import them into Copilot using a CSV file.
4. Map Customers Using QB Map
Use the QuickBooks Map feature to match existing customers between Copilot and QuickBooks.
5. Re-enable Auto-Sync
Once your customer records are aligned, turn on auto-sync as desired to keep both systems updated automatically.
Step 4: Disconnecting QuickBooks Online (Caution)
If you ever need to disconnect your QuickBooks Online account:
Go to Settings > QuickBooks Sync.
Click the Disconnect button.
Important:
Do not disconnect and reconnect the same QuickBooks account unless absolutely necessary.
Doing so can lead to:
Duplicate customer and invoice entries
Missing or mismatched data
Sync conflicts that require manual correction
Always contact Copilot Support before reconnecting your QuickBooks integration.
Tip
If you’re switching from Two-Way Sync to One-Way Sync, reach out to Support first to confirm that your account qualifies and to ensure a clean transition.