QuickBooks Online
Connect one QBO company, review live data and differences, and apply selected changes safely.
The QuickBooks Online integration links one QBO company to one Wesley client book. It supports live data review, comparison, controlled import into Wesley, and selected journal changes back to QBO.
Open the client, then go to Settings > Integrations > QuickBooks Online.
Connect the correct QBO company
- Confirm the Wesley firm and client shown in the page header.
- Choose Enable or Connect QuickBooks.
- Sign in to Intuit and select the exact QBO company for this client.
- Approve the requested access and return to Wesley.
- Confirm the QBO company name on the connection page.
- Choose Open QBO Sync to review data before applying changes.
If the displayed company is wrong, disconnect before importing or posting anything, then connect the correct company.
Connection actions
| Action | What it does |
|---|---|
| Connect or Enable | Connects the selected QBO company to the Wesley client |
| Reconnect | Renews access for the selected Wesley client |
| Open QBO Sync | Opens the sync-review workspace; it does not apply every difference automatically |
| Disconnect | Removes Wesley's saved QBO connection for the client |
Reconnect when the card shows Needs attention, access expired, or QBO permissions changed. Reconnecting does not remove imported Wesley data.
Disconnecting is not a rollback. Records already imported into Wesley remain, records already created or updated in QBO remain, and previously posted Wesley journals are not automatically reversed. The action removes the saved connection and stops further connected operations until you reconnect.
Browse QBO data
The QuickBooks Data Viewer can refresh and display these live QBO datasets:
- COA
- Journal
- Vendor
- Customer
- Class
- A/R
- A/P
Journal review requires a date range. A/R and A/P use an as-of or end date. A refreshed viewer shows QBO data; viewing a row does not import it into Wesley.
Review differences before syncing
The sync comparison groups records so you can tell whether a record matches, changed on one side, may be a duplicate, exists only in QBO, or exists only in Wesley.
Use this sequence:
- Select the dataset.
- For journals, choose the complete review date range. For A/R or A/P, confirm the as-of date.
- Refresh the comparison.
- Open changed rows and compare account, entity, class, location, memo, date, debit, and credit details as applicable.
- Resolve possible duplicates before creating anything.
- Select only records that should move in the indicated direction.
- Apply the action and read the operation summary.
- Refresh the comparison until the intended records match.
Do not select every difference simply to make the counts reach zero. Some differences are intentional, and deletions can be appropriate on only one side.
QBO to Wesley
Depending on the dataset and row, QBO-to-Wesley actions can create, update, or link chart-of-accounts records, vendors, customers, classes, journals, A/R, and A/P data. The comparison can also identify QBO-deleted records that were previously linked to Wesley.
Before importing:
- resolve similarly named accounts or payees as possible duplicates;
- confirm the journal date range includes all related entries;
- check that closed Wesley periods will not block changes;
- decide which system is authoritative for the disputed record.
Imported QBO journals can appear in later comparisons when they change or are deleted in QBO.
Wesley to QBO
Selected Wesley journal entries can be created or updated in QBO. When needed, the action can also create missing accounts, vendors, customers, classes, or locations and upload supported linked documents.
The Client Settings → Bookkeeping Guide page includes Transaction Ref defaults. After Banking identifies each transaction's type, Wesley fills an empty pending transaction Ref once and shows it before posting; the journal entry inherits that Ref and later sends it to the QuickBooks Num field when QBO is used. Check payments use a verified check number by default. ACH, deposit, and other withdrawal defaults are blank until configured; common values include EFT, DEP, and DEB. Existing transaction Refs and QuickBooks Num values are preserved.
Zero-value lines are ignored. Unbalanced, invalid, locked, or incompletely mapped entries can fail without preventing every other selected row from being attempted.
Read the target of every deletion action carefully: a delete can remove the Wesley copy or the QBO copy, depending on the row and action.
Operation results and Undo
An operation summary reports each selected item as successful, failed, or partially completed. A partial result means you must inspect the item details; it is not equivalent to a clean sync.
When Undo is available, use it promptly after verifying that the last operation was wrong. Availability can expire. After undoing, refresh QBO and the comparison before taking another action.
Undo cannot safely replace a review of later changes made independently in QBO.
Auto-sync
When QBO auto-sync is enabled, Wesley can refresh and import QBO chart-of-accounts and master data, A/R and A/P, import or update QBO journals in Wesley, process linked deletions, and post eligible Wesley journals to QBO.
Auto-sync still depends on connection health, mappings, date scope, and period locks. Treat Needs attention, partial operations, possible duplicates, and other review prompts as work that requires attention rather than waiting for the next run to fix them.
Troubleshooting
Needs attention or authorization error
Choose Reconnect and approve access to the same QBO company. Then refresh the connection and sync review.
Wrong QBO company is connected
Stop. Do not import or post. Disconnect, connect again, and verify the company name before opening sync.
A difference returns after refresh
Check whether the record changed again in QBO, whether the two sides use different accounts or dimensions, and whether the prior operation was partial. Review the existing records instead of creating another copy.
Possible duplicates are shown
Compare dates, amounts, lines, names, and memo details. Link or select the existing record when it is truly the same item. Similar names alone are not sufficient.
A journal will not post to QBO
Check balance, date, closed periods, account mappings, referenced payees and dimensions, and the item-level error. Correct the Wesley entry, then retry only the failed selection.
Disconnect did not remove imported data
That is expected. Disconnect removes the live connection, not accounting history. Delete or correct records through their normal reviewed accounting workflow only when the underlying books should also change.
For the focused firm-and-company connection screen, see QuickTool for QuickBooks Online.