Connect your QuickBooks Online account

Connect your QuickBooks Online account to AtomicSam to sync your financial data automatically. This saves you time on manual data entry and reduces the chance of errors.

Before you start

• You need administrator permissions in your AtomicSam organization.
• You need administrator permissions in your QuickBooks Online account.

Connect QuickBooks Online

You can set up the integration from the settings page. This process authorizes AtomicSam to access your QuickBooks Online data.

1. Navigate to Settings → Integrations.
2. Find the QuickBooks Online integration in the list and click Connect.
3. You will be redirected to a QuickBooks login page. Enter your login details and select the company you want to connect.
4. Click Connect to authorize the connection.
5. Once authorized, you will return to AtomicSam to configure the integration.

Configure your settings

After connecting, you need to tell AtomicSam how to map data to your QuickBooks accounts. This ensures invoices and payments go to the right place in your books.

1. On the QuickBooks Online integration page, you will see several dropdown menus.
2. In the Default Sales Account field, choose the income account from QuickBooks where you want to record sales from AtomicSam invoices.
3. In the Default Payments Account field, choose the bank or asset account from QuickBooks where payments will be deposited.
4. Map your existing AtomicSam tax rates to the corresponding tax rates in QuickBooks Online. If a tax rate does not exist in QuickBooks, you need to create it there first.
5. Choose how data syncs. You can enable automatic syncing for new invoices and payments.
6. Click Save Settings.

ℹ️ Good to know: The sync for invoices and payments is one-way, from AtomicSam to QuickBooks Online. This keeps your accounting system as the single source of truth for financial reporting.

How data syncs

Understanding what data moves between the two systems helps you manage your workflow. The sync primarily sends data from AtomicSam to QuickBooks Online.

Data Type	AtomicSam → QuickBooks Online	QuickBooks Online → AtomicSam
Clients	Yes	Yes (on initial setup only)
Invoices	Yes	No
Payments	Yes	No
Items & Services	Yes	No

Disconnect QuickBooks Online

If you no longer want the two systems to be connected, you can disable the integration.

1. Navigate to Settings → Integrations.
2. Find the QuickBooks Online integration and click Manage.
3. Click the Disconnect button.
4. Confirm your choice in the dialog box that appears.

⚠️ Heads up! Disconnecting stops all future data from syncing. Any data that has already synced will remain in both systems, but it will no longer be linked.

Good to know

• When you first connect, AtomicSam will try to match your existing AtomicSam clients to your QuickBooks Online clients based on their display name.
• If a matching client is not found in QuickBooks, a new client is created there when you sync an invoice for them.
• Sync failures can happen if mapping is incomplete. You can view any sync errors on the integration settings page under the Sync Status tab.
• The integration does not sync time entries, expenses, or files between systems.

What's next

• Create and send invoices
• Record a payment on an invoice
• Add and manage your clients