Your invoices in QuickBooks, without typing them twice
Every invoice, payment and new customer you create in BestMate goes to QuickBooks on its own. Start by bringing your QuickBooks customers and products across, and your bookkeeper sees the work the day you do it.
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How it works
Connect QuickBooks
In the BestMate web app, open Integrations and press Connect on the QuickBooks card. Sign in to QuickBooks and choose your company.
Bring your customers and products across
Import your QuickBooks customers and products & services in one go. Anything already in BestMate is matched, not copied, and nothing changes in QuickBooks.
Turn on sync
From then on, invoices, payments and new customers go to QuickBooks as you create them. You keep working in BestMate; it does the typing.
You choose what goes, and when
Send invoices the moment they're created, or only once they're fully paid. Payments, customers and products & services can each be on or off. A customer or product that's off still goes with the first invoice that uses it, so an invoice never arrives without its customer.
Start with the customers you already have
Import your QuickBooks customers and products & services into BestMate. Records you already have are matched by email or phone and only their blank fields are filled. Anything that only looks like a match is set aside for you to skip, add as new, or mark as the same customer.
See what made it, and what needs a look
Every invoice shows whether it's in QuickBooks. The Activity list shows every invoice, payment, customer and product that went, with filters for anything still sending or needing a look. If QuickBooks can't be reached, BestMate tries again on its own. If something needs you, like a missing tax code, it says what and gives you Try again.
Deposits find their invoice
A deposit taken on an estimate goes to QuickBooks as a payment. When the estimate becomes the invoice, the deposit is applied to it, so the balance in QuickBooks matches the one your customer sees.
Totals that match to the cent
Each line keeps whether it's taxed, and the invoice total in QuickBooks matches what the customer was billed. If a total ever differs, the invoice is marked Check so you see it. Your BestMate invoice number carries over when your QuickBooks company allows custom numbers.
Pause any time without losing anything
Turn sync off or disconnect, and new work waits instead of disappearing. Turn it back on and everything from the gap goes across. BestMate never deletes anything in QuickBooks, and everything already there stays there.
How different trades use it
- HVACThe replacement deposit taken in the driveway is in QuickBooks before the unit is ordered, and lands on the invoice when the install is done.
- PlumbingTwelve service calls a day, invoiced and paid on site, and the bookkeeper never retypes one of them.
- Commercial cleaningMonthly contract invoices go across as they're created, so the accountant's receivables match yours on the first of the month.
- RemodelingEach draw is an invoice in QuickBooks with its payments under it, so the job's billing is the same in both places.
- LandscapingBring the customer list from QuickBooks across on day one instead of rebuilding three seasons of clients by hand.
- ElectricalInvoices go only once they're fully paid, so QuickBooks shows the money that's actually in, not invoices still waiting to be paid.
QuickBooks questions
What goes from BestMate to QuickBooks?
Invoices, payments, deposits taken on estimates, customers, and products & services. You choose whether invoices go when they're created or only once they're fully paid, and you can switch payments, customers and products on or off. Edits to an invoice that's already in QuickBooks follow it there.
Will importing from QuickBooks create duplicates?
It matches instead. Customers you already have are matched by email or phone, products by name, and only their blank fields are filled. Anything that only looks like a match is set aside for you to skip, add as new, or mark as the same. You can run the import again any time.
How long does the import take?
Usually about a minute. You can leave the page while it runs, and it tells you how many records came in when it's done.
Can I send invoices I made before turning sync on?
Yes. Sync starts the moment you turn it on, and you can send any earlier invoice to QuickBooks with Send now.
Does work I do on my phone go to QuickBooks too?
Yes. Once the account owner connects QuickBooks in the BestMate web app, invoices and payments you create on iOS or Android go to QuickBooks as well.
What if I disconnect?
BestMate stops sending your work, and everything already in QuickBooks stays there. If you reconnect the same company, anything you created in between goes across.
Stop typing invoices into QuickBooks
Start a 14-day free trial with no credit card, connect QuickBooks and bring your customers across on day one.
14-day free trial · No credit card required · Cancel anytime