QuickBooks Online
Authorize the right QuickBooks company and import authoritative invoices for payment-data preparation.
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Connect the invoice source
QuickBooks Online supplies the invoice facts used by Carden: references, line items, quantities, prices, tax, shipping, and balances. The connection uses Intuit OAuth consent; your QuickBooks password belongs only in Intuit's sign-in flow.
A connection belongs to a merchant organization and an environment. Confirm the merchant in Carden and the company selected in Intuit before authorizing. A QuickBooks company ID is also called a realmId; it identifies the source company, not the Carden organization.
Authorize a company
- Open the merchant's QuickBooks integration. Confirm the environment and connection owner.
- Start Connect, or invite an authorized QuickBooks administrator to complete the consent flow. Send the invitation only to the intended recipient.
- At Intuit, select the correct company and review the requested accounting access.
- Complete consent and return to Carden. Check that the company identity and connection status match your intent.
- Review the initial import status. Keep the connection identifier and request ID when asking for help.
Connection invitations are expiring authorization links. If one expires, has already been used, or was sent to the wrong person, create a new invitation rather than forwarding a previously consumed link. Treat a connection URL as sensitive even though it is not an API key.
Understand the invoice import
The initial import runs in the background over a bounded historical period. A queued response means the work was accepted, not completed. Review the run state and imported counts before assuming an invoice is available. The configured lookback window may exclude older invoices.
| Source detail | What to review |
|---|---|
| Invoice number and PO | Preserve real source references. An invoice number can be an order reference; never invent a purchase-order number. |
| Currency and amounts | Use integer minor units and reconcile totals, balance, discounts, shipping, and tax. |
| Items | Check descriptions, product codes, units, and quantities. A generic summary line may not provide enough item detail. |
| Tax and shipping | Check whether they are represented at invoice or line level; keep the source treatment rather than distributing amounts arbitrarily. |
| Invoice state | Paid, void, edited, and partially paid records require their own handling; importing a record does not make it eligible. |
After a source edit, refresh or resync and review the new source state. Keep the invoice snapshot used for an earlier payment distinct from the current invoice. A later edit must not silently rewrite what your backend previously sent.
Match invoices to actual payments
An invoice can have several payments, and a payment can cover more than one invoice. Use your backend's order and allocation records to establish the relationship. Customer name and a similar amount alone are not sufficient evidence.
- Partial payment: do not attach the entire invoice's financial detail to a smaller payment without a documented, accurate allocation.
- Multiple invoices: retain each source reference and reconcile the combined amount.
- Refund or dispute: retain the original payment and invoice relationship and report the later payment state separately.
- Missing item facts: route to an exception for review rather than filling in fabricated tax, product codes, or quantities.
Recover or disconnect
If consent is revoked or access expires, ask the QuickBooks administrator to reconnect the same intended company. Inspect the latest sync error before repeatedly reconnecting: missing source data, a workflow failure, and expired authorization need different fixes.
To stop access, disconnect through the integration controls available to your role and revoke the connected app in Intuit when appropriate. Disconnection and deletion of previously imported records are different operations; agree on retention or deletion with Carden before assuming historical data has been removed.