PSS and QuickBooks Online are two separate systems that each hold their own copy of your clients, catalog items, invoices and payments. The QBO integration is a sync layer between them, so you do not have to enter the same data twice. Once connected, PSS can:
- Sync clients both ways — push PSS clients into QBO as customers, import QBO customers into PSS, or link records that already exist on both sides.
- Send PSS invoices to QBO — automatically as you create/edit them, or manually in bulk.
- Import QBO catalog items into the PSS Catalog, link items that already exist on both sides, and keep them in sync.
- Sync tax rates — pull QBO tax code rates onto your clients so client tax rates stay accurate.
- Pull payments from QBO into PSS so invoice balances match.
Before a record can sync it must be linked to its counterpart in QBO: a PSS client to a QBO customer, a PSS catalog item to a QBO product/service, and a PSS invoice to a QBO invoice. PSS stores these links for you. An invoice can only be sent to QBO when its client is already linked.
Most data flows from PSS → QBO. Payments flow from QBO → PSS when you ask for them (or automatically, see 4.6), and catalog additions and updates can optionally flow QBO → PSS (see 4.5). You choose how hands-on you want to be: every sync can run automatically, or you can keep manual control per client and per invoice.
The integration lives in Settings → QuickBooks Online. The page header reads Configure QuickBooks Online (QBO) Sync, with a Learn More link (opens a short connection guide) and the connection status in the upper-right corner. Below the header the page is organized into four numbered sections — 1. Clients, 2. Invoices, 3. Catalog, and 4. Configuration.
Note: Anyone who can open Settings can view this page, but connecting, disconnecting and Sync Tax Rates are restricted to the Company Admin role. Other roles see the buttons but the action is rejected.