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QuickBooks Online holds your own books: your clients as customers, the invoices you sent them, their payments, your bills and your reports. When a client asks about an invoice or a balance, the answer is in QuickBooks, not in your PSA. Neo connects to your QuickBooks company through an app you create in the Intuit Developer portal, and reads and writes it through the QuickBooks Online Accounting API. QuickBooks Online in the UK, Canada and Australia uses the same API, so the integration works there too.

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What Neo can do with QuickBooks Online

  • Search invoices by number, customer, date, due date or balance, and read their status, lines, payments and whether they were emailed.
  • Answer a client’s billing question on a ticket: which invoices are open, what they owe, when an invoice is due, and the link to pay it online.
  • List a client’s overdue invoices, and read aged receivables and customer balance reports.
  • Compare QuickBooks invoices with your PSA’s billing for a reconciliation.
  • Create and update customers, invoices, estimates, payments, bills, products and time activities, void or delete a transaction, and email an invoice or estimate to the customer, when you allow it.
The agent tool, its access profiles and its safety controls: QuickBooks Online API.

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Your customers are mapped to clients

Neo matches each active QuickBooks customer to a client in your PSA and keeps the mapping on the QuickBooks Online card’s Organization Mapping tab, refreshed on each PSA metadata sync. With the mapping, an agent searches the right customer’s invoices for each ticket. A sub-customer (a job or project) set to bill with its parent is not mapped, because its invoices name the parent, the client your PSA knows. A sub-customer billed on its own is mapped like any customer and listed for you to confirm. When a client is billed as several customers, agents get every confirmed customer id and search them all. A customer you make inactive in QuickBooks loses its automatic mapping on the next sync; a mapping you set by hand stays. A customer that is not a sub-customer maps on the first sync when its name is exactly the name of one PSA company and no other, and no other such customer matches that company, as when your PSA already syncs its clients into QuickBooks. Matching starts with the customer’s display name, then its company name: exact, then after stripping a legal-form suffix (Ltd, Inc, LLC). Next comes the customer’s website against your PSA companies’ domains, and last an AI match for the long tail. A unique exact name match, or one you confirm, is handed straight to your agents. Any other match is not handed to your agents automatically. It shows on the Organization Mapping tab, where you can confirm or correct it. Anything Neo could not match stays unmapped and visible on the same tab, where you can set the right client by hand. A mapping you set by hand survives every later sync.

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Next steps

Connect QuickBooks Online

Create an app in the Intuit Developer portal, authorize your company, and save the keys in Neo.