What is the QuickBooks Integration?
The QuickBooks integration automatically copies your inspection invoices and payments into QuickBooks Online, so your accounting stays up to date without any manual data entry. Once connected, HiveInspect creates the right records in QuickBooks for you:- A Customer for each inspection client
- An Invoice for each inspection’s services
- A Payment for each payment you receive
How It Works
The sync runs automatically every night. Each evening, HiveInspect looks at the inspections that changed that day and updates QuickBooks accordingly. Your invoices and payments will appear in QuickBooks the next morning. The sync is one-directional: information flows from HiveInspect into QuickBooks. Changes you make directly in QuickBooks are not pulled back into HiveInspect. If you don’t want to wait for the nightly run, you can use the “Sync now” button on the QuickBooks page at any time.What Gets Synced
| In HiveInspect | Becomes in QuickBooks |
|---|---|
| Inspection client | A Customer |
| Inspection with its services | An Invoice (matching your HiveInspect invoice number) |
| A payment received | A Payment applied to that invoice |
- Invoice line items carry the name and description of each service you charged for.
- Invoice totals reflect your service revenue. Payment-processing fees are handled by your payment processor and are not itemized in QuickBooks, so the amount deposited to your bank may differ slightly from the invoice total — this is normal.
- All services post under a single “Inspection Services” product in QuickBooks, with the specific service shown in the line description. This keeps your Profit & Loss clean while still showing the detail on each invoice.
- Split bills (when an inspection is paid by more than one person) appear as one invoice with multiple payments — one for each person who paid.
- When an invoice is fully paid in HiveInspect, the matching QuickBooks invoice shows as Paid.
Requirements
To use the integration, you’ll need:- QuickBooks Online — Simple Start, Essentials, Plus, or Advanced. (QuickBooks Self-Employed and QuickBooks Desktop are not supported.)
- A US-based QuickBooks company using USD.
- An account with accounting permissions in QuickBooks (typically the admin) to connect.
Setting Up QuickBooks
Step 1: Connect Your Account
- Go to Business Tools > QuickBooks
- Click Connect to QuickBooks
- Sign in with the QuickBooks account that owns your company file
- Review the permissions and approve the connection
Step 2: Choose Your Sync Settings
On the QuickBooks page, set:- Sync start date — Inspections created before this date are never synced. Set this to a recent date so you don’t backfill years of old inspections into QuickBooks.
- Invoice date — Choose which date your QuickBooks invoices are dated with:
- Inspection created date — the day the inspection was booked
- Inspection scheduled date — the day the inspection is scheduled to take place
What’s Not Synced
To keep things safe and accurate, a few situations are not handled automatically and are flagged for you to review:- Refunds are not automatically pushed to QuickBooks. If you issue a refund, adjust the QuickBooks record manually.
- Canceled or deleted inspections are not automatically voided in QuickBooks. If an invoice was already synced and the inspection is later canceled, void the QuickBooks invoice yourself.
- Sales tax is not synced. HiveInspect invoices reflect your service charges only.
Disconnecting
You can disconnect QuickBooks at any time from the Business Tools > QuickBooks page.- Disconnecting stops all future syncing.
- Your existing QuickBooks data is not removed — invoices and payments already synced remain in QuickBooks.
- You can reconnect later; syncing resumes from your sync start date.
Frequently Asked Questions
Does this change how my clients pay me?
No. The integration is reporting-only. Your clients pay exactly the same way they do today, through your existing payment processor. QuickBooks just receives a copy of the invoice and payment for your books.When will my invoices show up in QuickBooks?
The sync runs overnight, so new invoices and payments appear the next morning. Use Sync now if you’d like them sooner.Why doesn’t the QuickBooks invoice total match my bank deposit?
QuickBooks invoices show your service revenue. Payment-processing fees are deducted by your payment processor before the money reaches your bank, so the deposit may be slightly different. This is expected and normal.Why do all my services show under one “Inspection Services” item?
To keep your Profit & Loss reporting simple, every line posts under a single “Inspection Services” product, with the specific service named in the line description. You still see full detail on each invoice.A client paid in two parts (or a bill was split). How does that look?
You’ll see one invoice in QuickBooks with a separate payment for each person who paid. Once all payments are in, the invoice shows as Paid.I issued a refund — why isn’t it in QuickBooks?
Refunds are not synced automatically, to avoid incorrect accounting entries. Record the refund directly in QuickBooks. The integration will flag the inspection so you know it needs a manual adjustment.Nothing is syncing — what should I check?
- Confirm you’re connected on the Business Tools > QuickBooks page (you should see your company name).
- Check your sync start date — inspections created before it won’t sync.
- Make sure the inspection has a generated invoice in HiveInspect.
- If you recently connected, remember the sync runs overnight — use Sync now to test immediately.
Who do I contact for help?
Use the in-app chat or reach our support team at support@hiveinspect.com.Getting Started
- Connect QuickBooks under Business Tools > QuickBooks
- Set a recent sync start date so you don’t import old inspections
- Choose your invoice date preference
- Run “Sync now” once to confirm everything looks right in QuickBooks
- Let the nightly sync keep your books up to date from there
Tip: Set your sync start date to the beginning of the current month or quarter. This keeps your QuickBooks clean and avoids pulling in historical inspections you’ve already accounted for elsewhere.
Tip: After your first Sync now, open QuickBooks and confirm a customer, invoice, and payment look the way you expect. Once you’re happy, you can rely on the nightly sync and rarely need to think about it again.