QuickBooks Settings
A guide to connecting Dealius to QuickBooks, configuring account mapping, and understanding sync behavior and statuses.
Here's the rewritten version:
QuickBooks Integration
A guide to connecting Dealius to QuickBooks, configuring account mapping, and understanding sync behavior and statuses.
Connecting to QuickBooks
To connect Dealius to QuickBooks, go to Admin > System Settings > QuickBooks Settings and click Connect to QuickBooks. Enter the required credentials to complete the connection.
Note: It is not recommended to change the QB company after data has already been synced. Doing so will break the connection and cause synchronization errors.
What Gets Synchronized
The following data is synchronized between Dealius and QuickBooks:
- Closed deals and any accounting-related edits to closed deals
- Receipts for receivables (added, edited, or deleted)
- Payments for payables (added, edited, or deleted)
- Accounting regeneration
Current limitations:
- Clear Open Balance and Write Off are not supported.
- Paying more or less than the amount due is only possible if another payable exists for the same payee, in order to shift the open balance.
- Non-deal broker expenses are not synced to QuickBooks.
Account Mapping
After connecting your QB account, an additional section appears for account mapping. This is a required step — synchronization will not begin until all accounts are configured.
The following fields must be mapped, each with a single-select dropdown:
- Set Invoice Date to Due Date in QuickBooks — When enabled, the transaction date in QB matches the Due Date of the invoice in Dealius. When disabled, the transaction date is the date the invoice was synced.
- Bank Account
- Income Account
- Internal Expense Account
- Outside Expense Account
- Referral Expense Account
When Data Is Synchronized
Data is not synced by default. Synchronization begins after it is enabled and is triggered by the following actions:
- Closing a deal
- Editing accounting-related data on a closed deal
- Adding, editing, or deleting a receipt for a receivable
- Adding, editing, or deleting a payment for a payable
- Accounting regeneration
Important: Deals must be closed after QB sync is enabled in order to be included in synchronization.
After Dealius sends data to QB, it checks for updates from QB once every 5 minutes.
Sync Statuses
Once a QB account is connected, a status column appears on the Receivables and Payables tabs. Each entry displays a colored dot and label:
| Status | Color | Description |
|---|---|---|
| Pending | Gray | No data has been sent or received yet. Common immediately after connecting. |
| Warning | Yellow | One entity synced successfully; another failed. |
| Success | Green | All related entities synced successfully (e.g., receivable and receipt, or payable and payment). |
| Error | Red | Both entities failed to sync. |
| N/A | — | The deal is not synced to QB (was closed before the integration was enabled). |
Click the status label to view a description. For errors, a short explanation is provided.
Common Error — Duplicate Names
QuickBooks does not allow duplicate Display Names for entities (customers, vendors, etc.), while Dealius permits companies to share names with brokers or with each other. If this error occurs, rename the Display Name on either the QB side or the Dealius side and re-trigger synchronization.
The View in QuickBooks button links directly to the related entity in QB. When a Dealius record is updated by a QB sync, QuickBooks appears in the Last Updated column.
Dealius can also parse batch payments from QB and sync them individually.
Broker Names in QuickBooks
Internal brokers are sent to QB as vendors. Duplicate vendor names are not permitted. By default, the broker's name is used as the vendor name. To customize it, set a Business Name for the broker under Admin > Brokers > Edit Broker.
Outside brokers flow to QB using the company name they are linked to in Dealius.