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How does the QuickBooks integration work?

Thanks to the Robaws - Quickbooks integration, these packages work together seamlessly.
You can prepare your entire bookkeeping in Robaws, so that it is taken over one to one in Quickbooks.

What is supported by the integration?

Booking sales invoices through to Quickbooks.
Booking incoming invoices through to Quickbooks.
Syncing the payment status of incoming and sales invoices back to Robaws.
Importing/synchronising GL accounts with Robaws.
Synchronising customer and supplier data between Robaws and Quickbooks.
Creating cost centres in Quickbooks based on a project in Robaws.

Activating the integration

To activate the Quickbooks integration, go to Settings > Integration > Quickbooks.
Open the integration and then click on the blue button ‘Connect with Quickbooks’ to set up an integration.
A new window then opens, in which you get the option to log in to Quickbooks.

Companies

Once you are logged in to Quickbooks, you can select the company you want to link to Robaws.

If you work with several companies within Robaws, you can always set up several integrations with Quickbooks for them.
You can link several companies to Quickbooks by clicking on “Default” in the top left. That way you can create different integrations.

Quick start

To make sure Robaws and Quickbooks work together correctly, it is best to go through the following steps:

Check and configure all Quickbooks settings.
Import the GL accounts from Quickbooks.
Link the VAT tariffs.
Link the payment terms

Quickbooks settings

Default article for lines without an article

Please note: in Quickbooks a line always has to contain an article. In Robaws that is not the case.

We solve this by assigning a ‘Default article for lines without an article’ in the settings. This article is always used when a line on an invoice does not contain an article.

Importing GL accounts

Do you work with several companies? Then the imported GL accounts are linked to the correct company: a GL account that is imported for a specific company is only available for that company, and GL accounts that are not linked to a specific company remain available for all companies. You will find more explanation in Using GL accounts.

Via settings > general > GL account, you can import the GL accounts from Quickbooks.
Robaws automatically looks up the selected GL account in Quickbooks based on the code when an invoice is sent to the accountant (Quickbooks).

Please note: if you want to import and use the GL accounts in Robaws, do not forget to activate the "Use Gl-accounts" function via settings > general.

Linking VAT tariffs

You can link the VAT codes in Robaws to the corresponding VAT codes from Quickbooks.
To do so, go to settings > general > VAT tariffs. When creating a VAT tariff, you can click on the pencil next to "Quickbooks". That way you can pick one of the VAT tariffs from Quickbooks, select the correct one and assign it to the VAT tariff in Robaws.

Please note: the content of a VAT tariff in Quickbooks and Robaws has to be the same. The percentage and the type (sales and/or purchase) have to match.

TIP: add the correct VAT tariffs to your item record straight away. When you add this item to an invoice, the correct VAT tariff is taken over immediately. If you want to change it afterwards, you can always adjust it manually while creating an invoice.

Creating customers and suppliers in Quickbooks and Robaws.

Robaws automatically looks up and/or creates a customer in Quickbooks when an invoice is sent to the accountant (Quickbooks).

When creating a customer, Robaws first checks whether a customer with exactly the same name already exists in Quickbooks. You can use the pencil to assign the correct relation in Quickbooks manually.

Projects in Robaws and cost centres in Quickbooks

If you want to obtain analytical accounting in Quickbooks, you can book the projects in Robaws as cost centres in Quickbooks.

Robaws automatically looks up and/or creates a cost centre in Quickbooks when an invoice is sent to the accountant (Quickbooks).

When creating a cost centre in Quickbooks, Robaws first checks whether a cost centre with the same project number already exists in Quickbooks. If that is not the case, you can simply use the pencil (in Robaws) to assign the correct project in Quickbooks manually.

Exporting invoices to Quickbooks

In the overview of the sales and incoming invoices, you can use the SHIFT key to select several invoices and then click on the "Send to accountant" button to book them all through to Quickbooks. The status in the "To accountant" column then changes to "Yes".

If exporting invoices to Quickbooks is not possible, you receive an email and/or notification stating the specific reason.If the problem is not immediately clear, feel free to contact SUPPORT via support@robaws.be.

Syncing payment statuses from Quickbooks to Robaws.

Every 2 hours, all payments from Quickbooks are synced back to Robaws.

Updated on: 09/09/2026

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