Connect QuickBooks Online
Linking your QuickBooks Online account enables automatic sync of clients, invoices, services, and tax codes between Ledger Loom and QBO.
Before you begin: You need a QuickBooks Online account with admin access. Ledger Loom supports QBO (Australia), QBO (US), and QBO (UK).
Step 1: Navigate to Accounting Connection
Go to Settings > Accounting Connection in the Ledger Loom workspace. You can also reach this from the onboarding wizard during initial setup.
Step 2: Select QuickBooks Online
Click the QuickBooks Online option. You will be redirected to Intuit's authorisation page where you log in with your QBO credentials.
Step 3: Authorise Access
Grant Ledger Loom permission to access your QuickBooks data. The permissions requested include:
- Read and write invoices
- Read customers (clients)
- Read chart of accounts
- Read tax codes
- Read and write items (services)
After authorising, you will be redirected back to Ledger Loom.
Step 4: Select Your QBO Company
If you have multiple QBO companies, select the one you want to connect to this Ledger Loom entity. Each Ledger Loom entity can connect to a different QBO company.
Multi-entity firms: If your firm manages multiple entities (e.g., a trust, a company, and individuals), each entity can be connected to its own QBO company. Navigate to Settings > Entities to manage entity-level connections.
Step 5: Sync Services
After connecting, Ledger Loom will prompt you to sync your services to QBO as items. This creates corresponding QBO items for each Ledger Loom service, enabling automatic invoice line-item matching.
You can sync services at any time from Settings > Accounting Connection > Sync Services.
What Gets Synced
| Data | Direction | Details |
|---|---|---|
| Invoices | Ledger Loom → QBO | Invoices created in Ledger Loom are pushed to QBO with line items, amounts, and tax codes |
| Clients | QBO → Ledger Loom | QBO customers are available as client matches when adding clients |
| Services/Items | Ledger Loom → QBO | Services are synced as QBO items with income accounts and tax codes |
| Tax Codes | QBO → Ledger Loom | QBO tax codes are imported for invoice line-item tax mapping |
| Chart of Accounts | QBO → Ledger Loom | Income accounts imported for service-to-account mapping |
Troubleshooting
Connection expired
QBO access tokens expire after a period of inactivity. If you see a "connection expired" message, simply reconnect by clicking Reconnect in Settings > Accounting Connection. No data is lost.
Invoice sync failed
Failed invoices appear in Billing > Failed Invoices. Common causes include:
- Missing QBO customer match — ensure the client is linked to a QBO customer
- Invalid tax code — check that the service's tax code exists in QBO
- Expired connection — reconnect to QBO
You can retry failed invoices individually or in bulk from the failed invoices page.
Multi-entity tax code differences
Each QBO company may have different tax code IDs. Ledger Loom handles this automatically — each entity's connection stores its own tax code and account mappings independently.