QuickBooks connection

What it's for

QuickBooks connection shows whether Thermal and your QuickBooks books are in step, and lets you steer the sync. You can see where the connection is, approve the first import of your existing records, pause and resume syncing, try failed changes again, see records changed in both places, and pull fresh data from QuickBooks.

After you connect QuickBooks and approve the first import, customers, items, invoices and payments sync both ways. Payments recorded in Thermal wait for your approval before they go to QuickBooks. Approve them under Automations → Approval history → Awaiting review.

Reach it from Settings → Data and connections → Integrations, at /settings/accounting-connection. Connect QuickBooks on this page starts the sign-in.

Tabs

This screen has no tabs. It is one page: a status band at the top, a main column, and a Connection card on the side.

Panels and controls

Status band and progress

The top band gives the connection a plain status: Not connected, Connecting, Importing, Waiting for your approval, Syncing, Paused, Reconnect needed, Disconnected, Company changed, or Retrying. A three-step tracker (Connect, Import, Syncing) shows how far along you are. While the first import runs, a progress bar shows how many records of each kind (customers, sites, items, tax codes, open invoices, payments, credit memos) have come across. Needs attention appears when the connection is stuck and needs you.

Main status card

A short headline and a sentence or two on what is happening and what to do next. The buttons that make sense right now appear here:

• Approve import — after Thermal previews what it would bring over from QuickBooks, nothing is imported until you approve. The preview lists how many records of each kind are waiting.
• Pause syncing and Resume syncing — pausing holds every change in line; nothing is lost, and it all goes out when you resume. Syncing can also pause itself if an automatic change goes past its limits, or if automation is switched off for your account. It stays paused until you review and resume.
• Refresh from QuickBooks — pulls the latest data from QuickBooks now instead of waiting for the next scheduled check.
• Connect QuickBooks or Reconnect QuickBooks — starts the sign-in with Intuit. Reconnect shows when the sign-in has expired or been revoked.

If the connection was replaced by one from a different QuickBooks company, the page says so and makes clear nothing from the old company is used.

Changes QuickBooks did not accept

A table of changes that QuickBooks turned down: the record, what QuickBooks said, and when. Retry puts a change back in line to be sent again. If the list is empty, the page says nothing is stuck.

Changed in both places

Records that were edited in Thermal and in QuickBooks around the same time. Each row names the record, summarizes the difference, and shows when it was found. Review opens the record so you can decide which version to keep. This section is hidden until QuickBooks is connected.

Connection card

The side card shows the connected company, whether it is Live or a Sandbox (test) company, the current sync speed, and when tax codes were last updated.

What it accepts

This screen has no forms to fill in. Everything on it is a button. Approve import, Pause syncing, Resume syncing, Refresh from QuickBooks and Retry each act on the connection or record shown and give a short message when they finish or can't run. Signing in to QuickBooks happens on Intuit's own page, not here.

How to configure it

• Connect QuickBooks once with Connect QuickBooks. Only one accounting connection can be active at a time.
• Review the import preview, then Approve import. Nothing comes across before you do.
• Use Pause syncing when you need changes held back, for example during a clean-up in QuickBooks, and Resume syncing when you're ready.
• Sign-in details for the connection itself are managed on Integrations.

Who can see it

The page follows the Integrations area gate: owners see it and can change the connection. Anyone who can open the page but is not allowed to manage integrations sees the status only, with a note that only an owner or admin can change the connection. Buttons that change anything are checked again on the server. Dispatchers and technicians cannot reach the page.

The full role matrix is on Roles & permissions.