Adaptive keeps a two-way sync with QuickBooks Online, so your bills, expenses, payments, and lists stay aligned in both systems. Most transactions sync both ways, and a few lists are pulled from QuickBooks into Adaptive.
How it works
Real-time updates: A change in either system syncs to the other automatically.
Scheduled sync: Adaptive also runs a regular full sync to catch anything missed.
Manual sync: Click Trigger sync on the integration card to sync on demand. The card also shows the last sync time.
Data flow at a glance
Two-way sync
Adaptive | QuickBooks Online | |
Bills | ↔ | Bills |
Bill payments | ↔ | Bill payments |
Expenses | ↔ | Expenses |
Vendor credits | ↔ | Vendor credits |
Invoices | ↔ | Invoices |
Vendors | ↔ | Vendors |
Customers | ↔ | Customers |
Accounts | ↔ | Chart of accounts |
Attachments | ↔ | Attachments |
Time activities | ↔ | Time activities |
Classes | ↔ | Classes |
Locations | ↔ | Locations |
Items | ↔ | Products and services |
Note: Classes, locations, and items are managed in QuickBooks. You assign them to bills and expenses in Adaptive, and those assignments sync back to QuickBooks. To add a new one, create it in QuickBooks first.
Pulled from QuickBooks Online
QuickBooks Online | Adaptive | |
Employees | → | Employees |
Purchase orders | → | Purchase orders |
Journal entries | → | Journal entries |
Credit memos | → | Credit memos* |
Tax codes | → | Tax codes |
* Credit memos are available on request. Contact us to turn them on.
Connecting QuickBooks Online
Go to Settings and open the Integrations section, or use the onboarding flow.
Click Connect to QuickBooks and sign in to QuickBooks Online.
Follow the authentication prompts. When you're done, you'll see Accounting software linked.
FAQ
1. Where do I add a new class, location, or item?
In QuickBooks. You assign them to transactions in Adaptive and your assignments sync back, but new ones are created in QuickBooks first.
2. Does 1099 status sync?
Yes. 1099 eligibility on vendors syncs two ways, along with the rest of the vendor record.
3. How do refunds show up?
Refunds come in as negative expenses.
4. Does deleting a transaction sync?
Yes. Deleting a bill, expense, or invoice in one system removes it in the other.
If you run into a sync error, see the QuickBooks Online troubleshooting articles or email us at [email protected].