Connect QuickBooks

Connecting QuickBooks Online means every payment a client makes through BookNox is posted to your books automatically, with no manual entry. The connection is optional, it is included in the flat $29 a month, and you connect from the QuickBooks section of Settings or from the optional onboarding step.

Before you connect

You need a QuickBooks Online company and an Intuit login that can approve apps for it. BookNox posts to QuickBooks Online only, through Intuit's accounting permission; it never asks Intuit for payment permissions and never moves money through QuickBooks. Your client payments still run through your Stripe account exactly as before.

Sources, read October 22, 2026: Intuit: the accounting scope and the separate payments scope; Stripe: client payments are direct charges on your connected account.

What connecting does

You authorize BookNox once through your Intuit account, with accounting access only. BookNox stores the connection encrypted at rest and uses it to post to the QuickBooks company you chose. Settings shows the name of the company it is connected to, so you can confirm the receipts are going to the right books, along with the Disconnect button and, when it is due, a reconnect notice.

Connecting costs nothing extra. Receipts start posting with the first payment BookNox collects after you connect, which happens once your subscription is active and clients begin paying.

Which payments are posted?

Each collected client payment posts one sales receipt in QuickBooks Online: the deposit, each installment or balance paid through a payment link, and each autopay charge. The receipt carries the amount, the payment date, your proposal title as the line description, and a private note with the BookNox proposal and payment reference so you can trace it back.

• The client is matched by email to an existing QuickBooks customer, or created with their name and email when there is no match.
• The line posts against a Services item in your company. BookNox reuses yours when one exists, or creates one against your first income account.
• Sync runs in one direction, from BookNox to QuickBooks. Nothing in QuickBooks is read back into your proposals or booking page.

Sources, read October 22, 2026: Intuit: what a QuickBooks Online sales receipt records.

A booking in your books

A booking paid in two parts produces two receipts. Take a $3,820 photography booking with a 30% deposit: when the client pays the $1,146 deposit, one sales receipt for $1,146 posts under that client. When the $2,674 balance is collected, by payment link or by autopay, a second receipt for $2,674 posts under the same customer. Both carry the proposal title, so the two lines read together in a customer report.

Finding BookNox receipts

Every receipt BookNox posts has a private note that starts with the words BookNox proposal, followed by the proposal and payment references, which makes BookNox receipts easy to pick out. The customer on each receipt is the client, matched by email address, so a customer's history shows every payment for their booking in order.

An installment plan works the same way: a deposit followed by three scheduled payments produces four receipts under one customer, each posted on the day that payment was collected. A monthly engagement works the same way, with one receipt for each month as it is paid.

Fees and sales tax

Each receipt records the full amount the client paid. Stripe's processing fee is not posted and no sales tax line is added, so record processing fees and any tax treatment in QuickBooks the way your bookkeeper prefers.

Are refunds posted?

Refunds are not posted. BookNox sends collected payments only, so if a payment is later refunded, including an automatic overpayment refund, record the refund in QuickBooks yourself. Payments collected before you connected are not posted after the fact either; the sync covers payments collected while the connection is active. A waived payment posts nothing, because no money moved.

What if QuickBooks is unavailable?

A QuickBooks outage never blocks a payment. The deposit, the contract, the calendar event, and the receipts to your client all go through, and BookNox retries the failed sync automatically once a day until it posts. A retry never posts a duplicate: BookNox looks for the receipt it already created, using the private note, before creating another.

Reconnecting

A QuickBooks connection has an expiry date set by Intuit. When yours is within 14 days of it, or has passed it, Settings shows a reconnect notice with a Reconnect button. Reconnecting is the same single consent as connecting, and payments keep posting to the same company afterward.

Sources, read October 22, 2026: Intuit: every QuickBooks connection has a maximum life before it must be authorized again.

Disconnecting

Disconnect anytime from the QuickBooks section of Settings. BookNox revokes its access at Intuit and removes the connection. Sales receipts already posted stay in your QuickBooks company, and new payments simply stop being posted until you connect again.

One BookNox account connects to one QuickBooks company at a time. To post to a different company, disconnect, then connect again and choose the other company on Intuit's screen.

What BookNox writes

BookNox writes three kinds of records and nothing else: customers for clients it cannot match, one Services item if your company has none, and sales receipts for collected payments. BookNox only ever creates records; it never edits or deletes anything in your company, and the connection is limited to the accounting permission and stored encrypted.