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Accounting Integrations

Sync invoices, customers, and items with QuickBooks, Xero, or FreshBooks

Overview

BlueClerk integrates with QuickBooks, Xero, and FreshBooks to keep your books in sync automatically. Connect your accounting software once, then invoices, customers, and items sync automatically - no double entry required.

Supported Integrations

  • QuickBooks Online
  • Xero
  • FreshBooks

Connecting Your Accounting Software

Initial Setup

  1. Go to Settings > Integrations
  2. Choose your accounting software (QuickBooks, Xero, or FreshBooks)
  3. Click "Connect"
  4. Log in to your accounting software when prompted
  5. Authorize BlueClerk to access your data
  6. Wait for connection confirmation

Post-Connection Wizard

After connecting, BlueClerk automatically launches a setup wizard to help you get started:

Step 1: Import Customers

  • Review customers from your accounting system
  • AI suggests customer types (Homeowner, Business, Builder)
  • Adjust classifications as needed
  • Select which customers to import
  • BlueClerk detects duplicates automatically

Step 2: Import Services & Items

  • View all service items and products from your accounting software
  • Select items to import into BlueClerk
  • Link imported items to existing BlueClerk items (or create new ones)
  • Items stay in sync after import

Step 3: Map Income Accounts

  • Map your BlueClerk items to income accounts in your accounting software
  • This ensures invoices sync to the correct accounts
  • Use bulk mapping to set all unmapped items at once
  • Change individual mappings as needed

Step 4: Sync Settings

  • Configure what syncs automatically:
    • Sync Customers: Keep customer records in sync
    • Sync Invoices: Automatically sync invoices when created/updated
    • Sync Items: Keep service items synchronized
    • Auto-Sync: Enable automatic syncing (recommended)
  • All settings can be changed later

Step 5: Done

  • Your integration is fully configured
  • Review what was imported and mapped
  • Start creating invoices that sync automatically

Running the Wizard Again

You can re-run the setup wizard anytime:

  1. Go to Settings > Integrations
  2. Open your connected provider
  3. Click "Run Setup Wizard" button
  4. Complete the steps to re-import or update mappings

What Syncs Automatically

Invoices

When you create or update an invoice in BlueClerk:

  • Sent automatically to your accounting software
  • Customer linked (created if needed)
  • Line items mapped to correct accounts
  • Payments recorded when received
  • Status updates reflected in both systems

Customers

  • New customers sync when added
  • Updates to contact info sync automatically
  • Duplicates detected to prevent double-entry

Items/Services

  • Service items stay in sync between systems
  • Pricing updates reflected in both places
  • Income accounts mapped correctly

Account Mapping

Why Mapping Matters

Income account mapping tells your accounting software where to categorize invoice line items. Without proper mapping, your books will be incorrect.

Setting Up Mappings

  1. Go to Settings > Integrations > Your Provider
  2. Click "Account Mapping" tab
  3. Map each item to an income account
  4. Save changes

You can also map accounts during the post-connection wizard.

Bulk Mapping

Map multiple items at once:

  1. Select an income account from the dropdown
  2. Click "Apply to All Unmapped"
  3. All items without mappings get assigned

Sync Settings

Configuring What Syncs

  1. Go to Settings > Integrations > Your Provider
  2. Open "Sync Settings" tab
  3. Toggle options:
    • Sync Customers
    • Sync Invoices
    • Sync Items
    • Auto-Sync (sync changes immediately)

Manual Sync

If auto-sync is off, sync manually:

  1. Open Settings > Integrations
  2. Click "Sync Now" for your provider
  3. Wait for completion

Disconnecting

To disconnect your accounting software:

  1. Go to Settings > Integrations
  2. Find your connected provider
  3. Click "Disconnect"
  4. Confirm disconnection

Note: Past synced data remains in your accounting software. New invoices won't sync after disconnecting.

Troubleshooting

Connection Failed

  • Check credentials: Make sure you logged in correctly
  • Try again: Disconnect and reconnect
  • Contact support: If issue persists

Items Not Syncing

  • Check account mappings: Ensure items are mapped to income accounts
  • Verify sync settings: Make sure auto-sync is enabled
  • Check permissions: Your accounting software account needs appropriate permissions

Duplicate Customers

  • Use mapping tools: Link BlueClerk customers to existing accounting records
  • Check for variations: "John Smith" vs "J. Smith" may create duplicates
  • Merge in accounting software: Clean up duplicates there first

Questions

Q: Can I connect multiple accounting systems? A: No, you can only connect one accounting system at a time per BlueClerk account.

Q: What happens to data I created before connecting? A: Existing invoices, customers, and items won't sync retroactively. Only new records created after connection will sync automatically.

Q: Can I change which income account an item maps to? A: Yes, update the account mapping anytime in Settings > Integrations > Account Mapping.

Q: Do I need to map every item? A: It's recommended. Unmapped items may cause sync errors or incorrect categorization in your books.

Q: Can I skip the post-connection wizard? A: Yes, you can skip individual steps or close the wizard. You can always run it again later or configure settings manually.

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Invoicing & Payments