QuickBooks is a leading accounting software that helps businesses manage their finances, including invoicing, expense tracking, and reporting. By integrating Cobot with QuickBooks, you can streamline your coworking space’s financial workflows—automatically syncing invoices and customer data from Cobot to QuickBooks.
This guide will walk you through setting up and using the QuickBooks integration to save time and reduce manual data entry.
Setting Up the Integration
Setting up the integration between Cobot and QuickBooks is quick and easy. Just follow these steps:
In your Cobot Admin Dashboard, go to Add-Ons » QuickBooks.
You will be forwarded to the main integration page.
Click on Log in with Cobot.
4. Afterwards, select the space you want to connect to QuickBooks.
5. Click on Connect.
On the next page, you will be asked to select your company to connect. This is only relevant if you have more than one company in QuickBooks.
You are now forwarded to a final confirmation page.
6. Click on Connect.
And that’s it! Your Cobot account is now successfully connected to QuickBooks. From here on, invoice syncing happens automatically.
When and How Invoices Are Snyced
Cobot invoices are automatically sent to QuickBooks just a few moments after being created.
⚠️ Only new or updated invoices generated after integrating Cobot with QuickBooks are synced.
If you update an invoice in Cobot, the updated invoice is automatically synched over to QuickBooks with all its changes. There is nothing else to do on your end!
You can see the activity on your Cobot Dashboard as well as for the invoice itself.
⚠️ The Paid status of your Cobot is not synced to QuickBooks. All invoices are synced to QuickBooks as unpaid, even if they are already marked as paid in Cobot. You will need to manually update the payment status in QuickBooks.
Once an invoice has been synched, you can find it in QuickBooks Dashboard under Sales » Invoices.
💡 If a user's email address is already registered in QuickBooks, Cobot invoices will be linked to that existing user. If a different email address is used, QuickBooks will create a new customer profile.
Synch Errors
If an invoice fails to sync, Cobot will show you an error message sent from QuickBooks. It appears on your Cobot Dashboard as well as the invoices’ individual activity feed.
You can either retry to sync a failed invoice manually or fix the issue.
Once an issue has been fixed, the invoice will automatically be synched to QuickBooks.
Reasons Why an Invoice Might Fail to Sync With QuickBooks
There are several reasons why an invoice might not sync with QuickBooks. Here are just a few:
Invalid Values: If the value on the invoice is not valid in QuickBooks, e..g a tax rate of 120000.
Data Mismatch: If there are discrepancies in customer names, item descriptions, or amounts.
Account Settings: If accounts and settings in both systems are not compatible or incorrectly configured.
Next Step
Here’s how to set up your payment methods.
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