This guide walks you through connecting QuickBooks Online to ScaleXP for the first time by checking your QuickBooks Online user permissions, connecting the organization, letting the first import run, configuring your P&L and balance sheet, and then adding your CRM, budgets, and revenue recognition on top.
1. Check your QuickBooks Online permissions
You need Admin access in QuickBooks Online to authorize the connection. See What level of QuickBooks do I need to import data?.
2. Connect QuickBooks Online
- Sign in to ScaleXP and go to Load Data > Connections. Check that the ScaleXP company shown at the top right is the one you want to connect.
- Click + Add a Connection, select QuickBooks Online, and sign in to QuickBooks Online when prompted.
- Select the QuickBooks Online company that matches the ScaleXP company, then set the Start Date for your actuals (we recommend the start of your financial year, one to two years back).
For a step-by-step walkthrough, see How to connect a new organization (single entity). If you are setting up a group with several entities, see How to connect a new organization (consolidated).
3. Let the first import run
ScaleXP imports your chart of accounts, trial balances, invoices, bills, contacts, and classes and locations from QuickBooks Online, then refreshes automatically every day. You can trigger a manual sync at any time from Load Data > Connections. See Data sync for invoices and bills for exactly what is imported and How often is data imported? When is data synced? for sync timing and how to change the import period.
4. Configure your P&L and balance sheet
Every QuickBooks Online account is mapped to a financial category automatically. Review the mapping, move any accounts that landed in the wrong place, and set up the groups and subgroups you want to report on. See How to configure your P&L and balance sheet in ScaleXP (single company) and Accounts to move when setting up a new company.
To report by classes and locations, see How to report on Xero tracking codes or QuickBooks classes in ScaleXP.
5. Complete your setup
With your accounting data in place, finish the basics in Basic setup: Settings to configure when getting started, then build out from there:
- Connect your CRM for contracts, renewals, and SaaS metrics.
- Set up revenue recognition and automated month-end journals.
- Add a budget or forecast.
- Build your reports, dashboards, and presentations.