How do I connect QuickBooks Online to sync orders and customers?
Authorize QuickBooks Online once, and every order creates a Sales Receipt while new members are added as Customers — no manual bookkeeping entry.
The QuickBooks Online connector keeps your books current automatically: every completed order becomes a Sales Receipt, and every new member is added as a QuickBooks Customer if they aren't there already.
The plugin install, the permission prompt and the general troubleshooting steps are shared by all integrations and live in the shared integrations guide. What follows is only what QuickBooks adds.
Step 1 — Authorize your QuickBooks company
Open Admin → Plugins → QuickBooks and click Connect QuickBooks Online. This is an OAuth flow through Intuit — you sign in to QuickBooks Online, pick the company file to connect, and approve access. There's no API key to paste in. Once approved, the panel shows Connected.
VeloCMS requests a single permission, the QuickBooks accounting scope (com.intuit.quickbooks.accounting). It asks for nothing related to payroll or payments. A site holds one QuickBooks connection, so switching to a different company means disconnecting and authorizing again.
What lands in QuickBooks after an order
- One Sales Receipt per order, dated the day the order was created.
- A single line reading Order # and the VeloCMS order ID, for the full order total, booked to a generic Services item (QuickBooks item ID 1).
- A customer memo of Order processed via VeloCMS, and the buyer's email as the receipt's billing email.
Two things to know before you hand this to your accountant. The receipt is one line for the order total, not one line per product, so product-level detail stays in Admin → Orders. And the receipt is not attached to a QuickBooks Customer record; it carries the buyer's email instead. VeloCMS also sends the order ID as QuickBooks' request ID on the create call, which is how QuickBooks recognises a repeated request for the same order.
What lands in QuickBooks when a member signs up
VeloCMS searches your QuickBooks Customers for the member's email. If one exists, nothing is created or changed. If not, it creates a Customer named after the member, or after their email address when they haven't given a name. Existing Customers are never updated.
This connector reports sales into QuickBooks — it doesn't calculate or collect tax at checkout. Checkout tax is still handled by Stripe Tax (if you have it enabled). Think of QuickBooks as the bookkeeping mirror of orders that already happened, not a tax engine.
Sandbox vs. production
The connector uses QuickBooks' live production API unless the VeloCMS instance itself is configured for Intuit's sandbox, which is a development setting rather than something you choose per order.
When a receipt doesn't arrive
If QuickBooks is unreachable or your authorization has expired, the push fails quietly in the background and never delays the order. The failure is listed under Admin → Integrations → Sync activity with the order it belongs to. QuickBooks isn't one of the connectors with a Retry button, so after reconnecting you would enter that one receipt by hand.
Disconnecting
Click Disconnect to remove VeloCMS's tokens and ask Intuit to revoke them. Past Sales Receipts and Customers stay in QuickBooks; no new ones are created after disconnecting.