QuickBooks Online Synchronization

Overview

After you connect your QuickBooks Online account, Kudurru Stone pushes your data into QuickBooks on a recurring schedule. Records are mapped to their QuickBooks equivalents: clients become customers, projects become sub-customers (jobs), approved employee time becomes time activities, quotes become estimates, and invoices become QuickBooks invoices.

Connecting Your Account

Administrators connect the integration under Settings → QB Integration, where you authorize Kudurru Stone to access your QuickBooks Online account. Once authorized, an initial data import begins automatically and typically completes within a few hours, depending on how many existing records you have.

You only need to authorize the connection once. If the connection is ever revoked or expires, an administrator can re-authorize it from the same screen.

Sync Frequency

Synchronization runs on a recurring schedule, approximately every 15 minutes. You do not need to start it manually for routine work.

When you need a change reflected in QuickBooks right away, use the Force QuickBooks Sync button available on supported screens (such as the invoice Edit screen) to push immediately instead of waiting for the next scheduled run.

What Syncs

Kudurru Stone	QuickBooks Online	Direction
Clients	Customers	Kudurru Stone → QuickBooks
Projects	Sub-Customers (Jobs)	Kudurru Stone → QuickBooks
Employee Time	Time Activity entries	Kudurru Stone → QuickBooks
Quotes	Estimates	Kudurru Stone → QuickBooks
Invoices	Invoices	Kudurru Stone → QuickBooks
Invoice paid status	Invoice balance	QuickBooks → Kudurru Stone

Records sync in dependency order: a project can only sync once its client exists in QuickBooks, and quotes and invoices can only sync once their client (and, for invoices, project) is in place. The one value that flows back from QuickBooks is paid status — when an invoice's balance reaches zero in QuickBooks, Kudurru Stone marks it as paid.

Clients → QuickBooks Customers

Each client syncs to QuickBooks as a Customer. New clients are created; existing clients are updated when their details change.

Kudurru Stone field	QuickBooks field	Notes
Client name	Display Name / Company Name	Used as the unique customer name in QuickBooks.
Active status	Active	Inactive clients sync as inactive (see note below).
Billing address (lines 1–5, city, state, ZIP)	Billing Address	Full mailing/billing address.
Email address	Primary email	Added if QuickBooks has no conflicting email.
Phone	Primary phone	Added if QuickBooks has no conflicting phone.
First name	Given name	Contact first name.
Last name	Family name	Contact last name.

NOTE: A client cannot be marked inactive in QuickBooks while it still has active projects (sub-customers). Mark the projects inactive first. Contact details are only filled in when QuickBooks is empty or matches — conflicting contact info is left alone and logged rather than overwritten.

Projects → QuickBooks Sub-Customers (Jobs)

Each project syncs as a Sub-Customer (Job) nested under its parent client, which is what gives you project-level revenue tracking in QuickBooks.

Kudurru Stone field	QuickBooks field	Notes
Project identification (number / name)	Display Name / Company Name	Identifies the job in QuickBooks.
Active status	Active	Inactive projects sync as inactive.
Parent client	Parent / Job relationship	Nests the job beneath the client; always marked as a Job.
Bill with parent	Bill with parent	Controls whether the job bills to the parent customer.
Job address (address 1–2, city, state, ZIP)	Billing Address	Only synced when Sync Job Address is enabled for the project.
Email / Phone / First name / Last name	Contact fields	Same contact handling as clients.

Employee Time → QuickBooks Time Activities

Approved employee time syncs to QuickBooks as Time Activity entries, tied to the matching employee and project. Depending on your configuration, time may need to be approved in Kudurru Stone before it becomes eligible to sync, which keeps unreviewed hours out of QuickBooks.

Kudurru Stone field	QuickBooks field	Notes
Hours worked	Hours / Minutes	Decimal hours are split into hours and minutes.
Date of time	Transaction date	The date the work occurred.
Notes	Description	Free-text note on the entry.
Billable flag	Billable status	Marked Billable or Not Billable.
Employee	Employee reference	Links to the matching QuickBooks employee.
Project	Customer / Project reference	Links the time to the project (sub-customer).

NOTE: Time activities sync the hours, not a dollar amount — the hourly rate is sent as zero and pricing is handled through your Kudurru Stone billing setup.

Quotes → QuickBooks Estimates

Each quote syncs to QuickBooks as an Estimate. Unlike invoices, a quote links directly to the client, not to a specific project. Quotes sync once when they are sent over.

Kudurru Stone field	QuickBooks field	Notes
Client	Customer reference	The estimate is created under the client.
Quote date	Transaction date
Quote number	Document number
Memo to client	Customer memo	Synced when present.
Bill-to address (lines 1–5, city, state, ZIP)	Billing Address
Line description	Line description
Quantity	Quantity
Unit price	Unit price
Quantity × Unit price	Line amount	Calculated line total.
QB Item	Item reference	Maps the line to a QuickBooks product/service item.

Invoices → QuickBooks Invoices

Invoices sync to QuickBooks as Invoices, linked to the related project so revenue is tracked at the project level. By default, an invoice syncs once, when it is first sent over. Later edits do not automatically push to QuickBooks unless the optional Invoice Edit sync is enabled (see the next section).

Kudurru Stone field	QuickBooks field	Notes
Project	Customer reference	The project (sub-customer) the invoice belongs to.
Invoice date	Transaction date
Invoice number	Document number
Remarks to print	Customer memo
Bill-to address (lines 1–5, city, state, ZIP)	Billing Address	Uses the bill-to client if set, otherwise the project's client.
Line description	Line description	HTML formatting is converted to plain text.
Quantity	Quantity
Unit price	Unit price
Quantity × Unit price	Line amount	Calculated line total.
QB Item	Item reference	Maps the line to a QuickBooks product/service item.
QB Tax Code	Tax code reference	Applied per line where set.

When an invoice has already been synced, the invoice Edit screen shows a banner confirming it:

This invoice has already been synced to QuickBooks. Any edits here will sync to QuickBooks if your account has been set up to sync invoice edits.

Optional: Invoice Edit Sync

Invoice Edit sync is an optional capability that pushes later edits to an already-synced invoice back into QuickBooks Online. With it enabled, corrections you make after an invoice is first sent — line items, descriptions, quantities, or pricing — flow through to QuickBooks on the next sync, keeping the two systems in agreement.

NOTE: Edit sync is off by default and must be enabled for your account by Kudurru Stone. Contact support to turn it on.

When enabled, it behaves as follows:

Condition	Behavior
Invoice already synced, then edited in Kudurru Stone	The edit is queued and pushed to QuickBooks on the next sync.
Invoice not yet synced	Follows the normal first-time invoice sync — no separate edit step needed.
Invoice has a payment recorded (paid)	Edits are not synced. Once an invoice is paid, its details are locked from further edit syncing.
Invoice Edit sync not enabled	Edits stay in Kudurru Stone only; QuickBooks keeps the originally synced version.

To use it once enabled, just edit and save the invoice in Kudurru Stone. The change is detected automatically and sent on the next scheduled sync, or immediately if you use Force QuickBooks Sync on the invoice's Edit screen.

Key Benefits

Eliminates duplicate data entry between Kudurru Stone and QuickBooks Online.
Accelerates billing by sending quotes and invoices straight to QuickBooks.
Maintains project-level financial visibility through the Customer / Sub-Customer structure.
Keeps records consistent across systems — and, with Invoice Edit sync, keeps unpaid invoices current after corrections.

Tips

Let the initial import finish before relying on synced data — it can take a few hours on first connection.
Make invoice corrections before recording a payment; once an invoice is paid, edits no longer sync even when Invoice Edit sync is enabled.
Use Force QuickBooks Sync when you need a change in QuickBooks immediately instead of waiting for the scheduled run.
If a record isn't appearing in QuickBooks, confirm its dependencies synced first (client before project; client before quote; client and project before invoice).
Enable Sync Job Address on a project if you need its job-site address to appear on the QuickBooks sub-customer.
Watch for the "already synced" banner on the invoice Edit screen — it tells you the invoice exists in QuickBooks and whether your edits will follow.