Connect QuickBooks

What connecting does

The QuickBooks connection is read-only. TrackDME does not create customers, products, or invoices in QuickBooks, edit invoice notes, or change payments. Checkouts, returns, reservations, and customer records you create in TrackDME stay here.

When you connect QuickBooks, TrackDME attempts to import your customers (name, contact, and address). If that first sync cannot finish, the connection can still succeed and you can select Sync now later. Learn more about how this works in QuickBooks integration.

QuickBooks sync is included on the Pro plan and above. On the Free plan, the Connection card shows an Upgrade to Pro link instead of Connect, see Billing and plans.

Connect QuickBooks

You can connect when you are ready from settings.

1. Open QuickBooks settings and find the Connection card.
2. Click Connect.
3. Authorize TrackDME with Intuit in the window that opens.
4. Return to settings and check the Customers card. Select Sync now if the initial import has not finished.

After connecting, the Connection card shows a "Connected" status. A connection request expires after ten minutes and only works in the browser, user account, and workspace that started it. If it expires, start again from settings.

Keeping customers in sync

On the Pro plan and above, TrackDME imports active QuickBooks customers. Supported customer updates can arrive through the connection automatically. A background refresh also runs on customer-lookup screens, and you can always force a refresh by clicking Sync now on the Customers card.

Edits to synced customer details in TrackDME stay local and may be overwritten on the next sync. Make billing-record changes in QuickBooks instead. On the Customers page, QuickBooks customers carry a QuickBooks badge that links back to the record in QuickBooks.

If the connection ever expires, the Connection card shows "Reconnect needed". Click Reconnect and authorize again to restore syncing.

Import equipment types

1. On QuickBooks settings, find Equipment types and select Check for new items.
2. Use Find an item to search the active catalog. Items do not need a prior invoice. Fees and services may appear too, so select only equipment you rent.
3. Review Equipment name, How do you track it?, and Clean before renting again for each selected type.
4. Select the import button, labeled with the selected count (for example, Import 3 selected), then Go to Equipment.
5. Open an imported type and select Add more equipment to enter actual barcodes or the quantity physically ready to rent.

Imported types start with zero stock. QuickBooks quantities, invoices, and payments never create physical inventory, reservations, checkouts, or returns. Existing linked equipment is skipped rather than overwritten.

Billing references

You can type a billing reference into Notes (optional) on a reservation. There is no linked invoice picker in this version; the note does not look up or validate a QuickBooks invoice. An invoice or payment is never required to reserve or use equipment.

You can still add manual customers

Connecting QuickBooks does not lock you in. You can still add one-off customers by hand on the Customers page. Manual customers are fully editable and work exactly the same way at checkout. Adding or editing one never sends a change to QuickBooks. For using any customer when sending gear out, see The scan loop.

Disconnecting

Use Disconnect on the Connection card to remove the connection from this TrackDME workspace. Imported customer and product records remain in TrackDME. Disconnecting does not delete or change any QuickBooks accounting records.

Next steps

With customers in place, try The scan loop to start checking gear out.