Pooltrackr integrates with QuickBooks Online to keep invoicing aligned between systems. The integration will sync the contacts, products, and invoices between the platforms.
Pre-integration
Before setting up the integration, ensure the following:
You are using QuickBooks Online
You are logged in to QuickBooks Online and have admin access to both systems
Your chart of accounts and tax settings are already configured in QuickBooks
Connecting Pooltrackr with QuickBooks
In Pooltrackr, go to Settings > Integrations > QuickBooks and select Connect to QuickBooks.
You will be prompted to sign in to your QuickBooks account and authorise the connection. If you manage multiple companies in one QuickBooks Online account, select the company you would like to integrate with Pooltrackr and click on Next.
Verify that you have the correct company and click on Connect.
If you have contacts in Pooltrackr with no matching record in QuickBooks (and vice versa), you will need to decide what to do with them before moving forward.
You’ve got two options:
Create all > This will push those contacts into QuickBooks as new customers. This is the usual move if QuickBooks is empty or not fully set up yet.
Skip (per contact or Skip all) > This ignores them. Use this if you don’t want certain contacts in QuickBooks or you plan to handle them manually later. Each row has a toggle so you can be selective if needed.
Once you’ve made your selections, hit Next and wait for the sync to be completed.
The next steps is about syncing your products/services between Pooltrackr and QuickBooks Online. Click on “Continue syncing products” only if:
You only have products in Pooltrackr
You only have products in QuickBooks
Or both systems have products and they mostly match
If any of that applies, you can safely click “Continue syncing products”.
The clean up option in the right part of the product syncing page is used if your products exist in both systems but don’t match properly (different names, SKUs, pricing), syncing may create duplicates or inconsistencies. The “Delete Unassociated Products” button will remove products in Pooltrackr that aren’t linked to any jobs, quotes, or templates. After that, the integration will re-import products from QuickBooks cleanly.
QuickBooks Integration Settings in Pooltrackr
This section controls how Pooltrackr communicates financial data to QuickBooks Online. These settings determine how invoices, payments, and product pricing behave once the integration is active.
A. Allow QuickBooks to update product prices for active jobs - When enabled, QuickBooks can update product pricing on active jobs in Pooltrackr.
IMPORTANT: Only products still using the original list price will be updated. If a price has been manually adjusted (custom pricing), it will be left alone.
B. Default Payment Method - This defines how payments recorded in Pooltrackr are labeled when sent to QuickBooks Online (e.g. Credit Card, Bank Transfer, Cash). If you need specific labels (e.g. “Stripe”, “EFTPOS”), they must first exist in QuickBooks before selecting them here.
C. Default Deposit To Account - This controls where payments are recorded in QuickBooks. If left blank, QuickBooks will default to Undeposited Funds. Set this based on how you expect payments to flow.
D. GST / Tax Code - This determines which tax code is applied to invoices created in QuickBooks from Pooltrackr.
All invoices pushed from Pooltrackr will use this tax code unless otherwise specified.
Make sure:
The selected tax code exists in QuickBooks
It matches your regional tax setup (e.g. GST)
Save and Disconnect
Save - applies any changes made to the configuration
Disconnect - This will unlink QuickBooks from Pooltrackr and stop all syncing
⚠️ Important Note About Disconnecting Integrations
Do not disconnect any existing integrations unless explicitly advised by our Support team. Disconnecting an integration may cause significant disruptions, including syncing issues or service interruptions. Always contact our Support team first to assess your situation and provide a safe path forward.