Flex + QuickBooks

Keep your books and your bookings in sync.

Flex integrates with QuickBooks Online and QuickBooks Desktop, so the financial work that starts in your rental operations team finishes cleanly in your accountant’s books. No double entry. No end-of-month reconciliation marathons. No mystery line items.

“QuickBooks Integration saves the company at least $50,000 annually. We centralized our entire accounting operation in our Los Angeles office, saving labor costs in Nashville and Atlanta.”

Jose Cantu

President, Accurate Staging

Recognize the benefits of Flex + Quickbooks

Streamline Your Workflow

Invoices, payments, purchase orders, and customer data flow from Flex into QuickBooks automatically. Your operations team works in Flex. Your accountants work in QuickBooks. The data stays consistent across both.

Eliminate Double Entry

Quotes, invoices, payments, credit memos, sub rentals, and purchase orders sync from Flex to QuickBooks without manual re-keying. What’s in Flex is what’s in QuickBooks.

Built for Your Business

QuickBooks Online supports Project Tracking, while QuickBooks Desktop supports Job Costing. Both modes let Flex push the client name and job name or number directly into your accounting workflow, so financials stay tied to the projects that earned them.

Configurable to Your Workflow

Sync only the elements you want, when you want. Class tracking, project tracking, customer name formatting, and tax handling are all configurable so the integration matches your existing accounting setup rather than forcing you to change it.

Two Versions, Both Supported

QuickBooks Online

QuickBooks Online is fully integrated and configurable from within Flex. After a one-time OAuth connection, financial elements push to QuickBooks on demand or as part of automated workflows.

QuickBooks Desktop

QuickBooks Desktop uses the QuickBooks Web Connector to communicate with Flex. Once the connection is established, you can configure auto-run schedules or trigger pushes manually.

Whichever version of QuickBooks your business runs, Flex meets you where you already are.

See the full ROI picture.

with Flex Dashboards.

Frequently Asked Questions

Do you support QuickBooks Online and QuickBooks Desktop?

Yes. Flex integrates with both QuickBooks Online and QuickBooks Desktop. The setup process differs slightly between the two, but both versions support the same core financial elements: invoices, payments, purchase orders, credit memos, sub rentals, and quotes.

Is the QuickBooks integration an add-on to my Flex subscription?

Yes. The QuickBooks integration is available as a $50/month add-on to your Flex subscription, covering both QuickBooks Online and QuickBooks Desktop. The integration is provided using the Intuit Web Connector Kit. Contact Flex Sales to activate the integration on your account.

What can I sync between Flex and QuickBooks?

Flex can push invoices, payments, quotes, purchase orders, credit memos, and sub rentals to QuickBooks. Payments sent from Flex are automatically applied to their corresponding invoice or quote in QuickBooks. Flex can also receive payment information from QuickBooks and apply it to the matching financial element in Flex.

Does the integration support job costing and project tracking?

Yes. QuickBooks Desktop supports Job Costing, while QuickBooks Online supports Project Tracking. Flex pushes client and job information in the format your version of QuickBooks expects, keeping financials tied to the projects that earned them.

Can I customize how data syncs between Flex and QuickBooks?

Yes. The integration is highly configurable. You can control which financial elements push, which workflows trigger the integration, how customer and vendor names are formatted, how sales tax is handled, and whether to use QuickBooks class tracking. The integration is designed to match your existing accounting setup, not replace it.

Who can use the QuickBooks integration in my Flex account?

You can authorize specific users or user groups to trigger the QuickBooks integration. This means your accounting team can have access to push and pull data while other users continue working in Flex without accidentally triggering financial actions.

What's the setup process like?

For QuickBooks Online, setup involves authorizing the connection through QuickBooks’ OAuth flow and configuring your integration settings in Flex. For QuickBooks Desktop, you’ll download the QuickBooks Web Connector from Intuit and the Flex web connector file from your Flex instance, then configure them to communicate. Detailed setup guides for both are available in the Flex Help Center.

Can I integrate Flex Payments with QuickBooks?

Yes. Payment elements created through Flex Payments can be integrated with QuickBooks using the same functionality as other payment elements. Payments and refunds flow into QuickBooks when initiated by a user.

Where can I find setup instructions?

The Flex Help Center contains step-by-step setup guides for both QuickBooks Online and QuickBooks Desktop, along with detailed articles on field mappings, troubleshooting, and configuration options. Visit the QuickBooks Online setup guide or the QuickBooks Desktop setup guide to get started.