--- title: "Connecting QuickBooks to Qualy" description: "How the Qualy–QuickBooks Online integration works—invoices for your payments, bills for commission splits, customers and vendors, GST handling, contact matching, and how to fix the issues that come up." lastModified: "2026-08-27" lang: "en" wordCount: 1260 url: https://qualyhq.com/training/integrations/quickbooks --- ## Site navigation - [For schools](/international-education/for-schools.md) — For international education schools - [For agents](/international-education/for-education-agents.md) — For international education agents - [Explore](/training.md) — Watch videos on how to use Qualy - [About](/about.md) — Learn about Qualy's mission and values - [Pricing](/pricing) - [5-min demo](/demo.md) - [Login](https://dashboard.qualyhq.com) # Connecting QuickBooks to Qualy > Push your Qualy payments and commissions into QuickBooks Online, GST and all. ## At a glance - **Intended for:** Admins & accountants - **Category:** Accounting - **Reading time:** 5 minutes - **Last updated:** 12th July 2026 ## Quick summary Connect QuickBooks Online in Settings → Add-ons & integrations. Qualy then creates an invoice in QuickBooks for each payment (numbered QLY-PYMT-…), a bill for each commission split (QLY-SPLT-…), and records the payment against the invoice when it's paid—so your books stay in step without re-keying. Sync runs from Qualy into QuickBooks: Qualy is the source of truth for payment status. Records match to QuickBooks by the invoice number and the customer's email, one QuickBooks company per account. The most common snag is GST: every taxed line needs a QuickBooks tax code mapped to it, or QuickBooks rejects the tax. ## Overview The QuickBooks integration keeps **QuickBooks Online** in step with Qualy, so you're not re-entering invoices and payments by hand. Once connected, Qualy will: - **Create an invoice** in QuickBooks for each payment you take (numbered `QLY-PYMT-…`) - **Create a bill** for each commission split you owe a partner or supplier (numbered `QLY-SPLT-…`) - **Record the payment** against the invoice when the payment is paid in Qualy - **Attach the split invoice PDF** to the matching QuickBooks record The sync runs **from Qualy into QuickBooks**, which makes Qualy the source of truth for payment status: reconcile a payment in Qualy and it flows across. Qualy syncs with a **single QuickBooks company**. Pick the one you want kept in step—the sync can't be split across two. ## Connecting QuickBooks Open **Settings → Add-ons & integrations**. Find **QuickBooks** and choose **Connect**, then sign in and authorise Qualy in QuickBooks. Choose the **QuickBooks company** to sync with. Map your **accounts, items and GST codes**, and choose **when payments sync**. ## What syncs, and when - **Payments → invoices.** Each Qualy payment becomes a QuickBooks invoice numbered `QLY-PYMT-…`. You choose whether that happens **instantly**, only **when fully paid**, or **never** (to leave a category out of the sync). - **Commission splits → bills.** Each split becomes a bill (`QLY-SPLT-…`) for the partner, posted to your chosen expense account. - **Contacts → customers and vendors.** Students become **customers**; partners become **customers** (when their split posts as an invoice) or **vendors** (when it posts as a bill), with the ABN carried across as the tax identifier. - **Payments recorded.** When a payment is paid in Qualy, Qualy records a payment against the QuickBooks invoice—so it shows settled there too. You can also let Qualy **mark records paid automatically**, or turn that off and reconcile in QuickBooks yourself while still letting Qualy create the invoices and bills. ## How records are matched Invoices and bills match on their **number** (`QLY-PYMT-…`, `QLY-SPLT-…`). Customers and vendors match on a stored link Qualy keeps between the two systems, falling back to the **email address** and then the **display name**. Keep emails **consistent** on both sides. A mismatched or missing email is the usual reason a contact is duplicated or an invoice lands on the wrong customer. QuickBooks also won't allow two customers with the same name—Qualy works around that by appending "(DUPLICATE)", which is a sign the same person exists twice and should be merged. ## Accounts, items and GST During setup you map how each line lands in QuickBooks: ### Accounts and items Map Qualy fee categories to **QuickBooks items**, with a default for anything unmapped. Commission splits post to their own **partnership** and **supplier** expense accounts, and payments recorded against invoices land in your chosen **deposit account**. ### GST and tax codes Map each Qualy tax rate to the matching **QuickBooks tax code**. Qualy sends each line's **net amount plus the tax-inclusive total**, so GST-inclusive prices aren't taxed twice. ### The invoice reference Choose what goes in the QuickBooks reference field so your records are easy to search and reconcile. QuickBooks (especially the Australian edition) **rejects a taxed transaction that has no GST rate** — the error reads *"make sure all your transactions have a GST rate."* If lines are coming through without GST, it's the tax **mapping**: map every Qualy tax rate to a QuickBooks tax code and it resolves. ## Cancelling Cancel a payment in Qualy and Qualy removes the matching QuickBooks invoice—**unless it's already been paid** (balance zero), which is protected so your reconciled books never change. The same protection applies to bills. ## Troubleshooting ### A line came through without GST Map the Qualy tax rate to a QuickBooks tax code. QuickBooks rejects taxed lines with no code, so an unmapped rate produces a line with no tax. ### Commission bills aren't appearing Bills (accounts payable) need **QuickBooks Online Essentials or higher**. Simple Start doesn't support bills—upgrade the plan, or post commissions as invoices instead. ### A customer shows "(DUPLICATE)" QuickBooks blocks duplicate customer names, so Qualy appended the suffix to keep the sync moving. Merge the duplicate in QuickBooks and keep the email unique. Prefer not to sync a particular category? Set its sync to **never**, or export from **Reports** as CSV and import into QuickBooks manually. ## Frequently asked questions ### Which QuickBooks does this connect to? QuickBooks Online. You connect it from Settings → Add-ons & integrations and choose one QuickBooks company—the sync can't be split across two. ### Which way does the sync run? From Qualy into QuickBooks. Qualy creates the invoices and bills and records the payment against them when a payment is paid in Qualy—so Qualy is the source of truth for payment status. Reconcile payments in Qualy and they flow to QuickBooks. ### Why was a line created without GST? A taxed line needs a QuickBooks tax code mapped to it. QuickBooks rejects a taxed transaction with no GST rate ("make sure all your transactions have a GST rate"), so if the tax mapping is missing the line comes through without tax. Map each Qualy tax rate to the matching QuickBooks tax code and it's resolved. Qualy sends the net amount plus the tax-inclusive total so inclusive prices aren't taxed twice. ### Can I sync commission bills? Yes, but bills (accounts payable) need QuickBooks Online Essentials or higher—Simple Start doesn't support them. Commission splits post as bills to your chosen expense account, with the partner set up as a vendor. ### How does Qualy match my students and agents to QuickBooks? Invoices and bills match by their number (QLY-PYMT-… and QLY-SPLT-…). Customers and vendors match by a stored link Qualy keeps, falling back to the email address and then the display name. Keep emails consistent so contacts line up. ### I saw a customer named "… (DUPLICATE)". Why? QuickBooks won't allow two customers with the same name. When Qualy hits that, it appends "(DUPLICATE)" and retries so the sync isn't blocked. If you see one, it usually means the same person exists twice—merge them in QuickBooks and keep the email unique. ### When I cancel a payment in Qualy, does the QuickBooks invoice go too? Qualy removes the QuickBooks invoice when you cancel the payment—unless it's already been paid (balance zero), which is protected so your reconciled books never change. ### Can I choose when payments sync? Yes—instantly when the payment is created, only once it's fully paid, or never (leave a category out of the sync). You also choose whether Qualy marks the QuickBooks records paid automatically. ## Prefer doing this via the Qualy API? Head over to our developer docs for everything you need—endpoints, examples, and simple how-tos. [View API Docs](https://docs.qualyhq.com/docs) ## More on Qualy **Industries** - [For schools](/international-education/for-schools.md) — For international education schools - [For agents](/international-education/for-education-agents.md) — For international education agents **Support** - [Training](/training.md) - [System status](https://qualyhq.statuspage.io/) — Qualy system status - [Product updates](https://changelog.qualyhq.com) — As we work on Qualy, here we spotlight what we’ve learned and updated across our products - [Contact](/contact-us.md) **Product** - [Demo](/demo.md) - [Enterprise](/enterprise.md) - [Testimonials](/testimonials.md) — Learn what some customers have to say about Qualy - [About](/about.md) — Learn about Qualy's mission and values - [Blog](/blog) — International education payments blog by Qualy - [Trust center](/trust.md) - [API](/api.md) — Qualy API for international education payments - [Zapier](/zapier.md) — Connect Qualy to 7,000+ apps with Zapier - [NexPay](/nexpay.md) — Qualy + NexPay — automate everything around the payment **Legal** - [General terms](/terms-and-conditions.md) - [Payer terms](/terms-for-payers.md) - [Privacy policy](/privacy-policy.md) - [BECS DDR](/becs-dd-service-agreement.md)