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QuickBooks Integration

Pool Office Manager integrates with QuickBooks Online to streamline your accounting workflow. This guide covers how to set up, configure, and use the QuickBooks integration.

 

## Benefits of QuickBooks Integration

 

- Automatically sync customers between POM and QuickBooks

- Create invoices in QuickBooks directly from POM

- Sync inventory items and pricing

- Keep tax codes aligned between systems

- Reduce manual data entry and errors

 

## Setting Up QuickBooks Integration

 

### Prerequisites

- Active QuickBooks Online subscription

- Admin access to both POM and QuickBooks

- Matching customer and item data ready for sync

 

### Installation Steps

 

1. Navigate to **Settings** → **Apps**

2. Find **QuickBooks Online** in the integrations list

3. Click **Install**

4. You'll be redirected to QuickBooks to authorize the connection

5. Log in to your QuickBooks account

6. Grant POM permission to access your QuickBooks data

7. Return to POM to complete setup

 

## Configuring the Integration

What Is a Default Income Account?

The Default Income Account is where QuickBooks will categorize revenue for any new items or services you create within POM. It’s required during setup so QuickBooks knows where to file those earnings when POM syncs them over.

This account:

  • Applies only to items created in POM.

  • Does not affect items already in QuickBooks or added later in QuickBooks.

  • Can be overridden for each item if you later assign a specific income account.

Examples of income accounts you might use:

  • Services

  • Pool Service Income

  • General Sales

👉 Don’t overthink it — choose an account that generally matches your type of work. You can always adjust item-level accounts later.

✅ What Is a Default Expense Account?

The Default Expense Account is used to categorize costs (like chemicals or parts) when you create new inventory items in POM.

This account:

  • Applies only when creating new inventory-type items in POM.

  • Won’t affect any item already in QuickBooks.

  • May never be used unless you're tracking COGS or inventory items through QuickBooks.

Examples of expense accounts:

  • Cost of Goods Sold

  • Pool Supplies

  • Chemicals

📌 Even if you're not currently using inventory or tracking costs this way, QuickBooks requires a selection here to complete the connection.

 

Custom Transaction Numbers -  if checked, will not use the next invoice number automatically, these will be blank

 

Automated Tax Calculation - Select this for QuickBooks to calculate the tax for you

## Using the Integration

 

### Creating QuickBooks Invoices

 

1. Complete a service in POM

2. Navigate to **Billing**

3. Select the customer's billable services

4. Click **Create Invoice**

5. Choose **QuickBooks Online** as the invoice type

6. The invoice is created in QuickBooks and synced

 

### Viewing Sync Status

 

Invoices show sync status badges:

- **QBO** - Successfully synced to QuickBooks Online

- **Pending** - Awaiting sync

- **Error** - Sync failed (click for details)

 

 

Sync Schedules & Timing

Understanding when data syncs between POM and QuickBooks is important for managing expectations.

POM → QuickBooks (Immediate)

When you make changes in Pool Office Manager, those changes are pushed to QuickBooks immediately — there is no delay. This includes creating invoices, updating customer info, and adding inventory items from within POM.

QuickBooks → POM (Scheduled Sync)

When you make changes directly in QuickBooks, those changes sync back to POM on the following automated schedule:

Data Type Sync Frequency Schedule Details
Customer Sync Every 2 hours Runs at the top of the hour (12:00 AM, 2:00 AM, 4:00 AM, etc.)
Inventory Sync Every 1 hour Runs at the half-hour mark (:30) — 12:30 AM, 1:30 AM, 2:30 AM, etc.
Service Types Sync Once per month Runs on the 1st of each month

What This Means in Practice

  • Editing a customer in POM? The change appears in QuickBooks right away.
  • Editing a customer in QuickBooks? It will appear in POM at the next scheduled customer sync (up to 2 hours).
  • Adding an inventory item in QuickBooks? It will show up in POM within the next hour (at the :30 mark).
  • Changed a service type in QuickBooks? It will sync to POM on the 1st of next month.

Tip: For the fastest results, always make changes in POM when possible — those sync to QuickBooks instantly. Only changes made directly in QuickBooks follow the scheduled sync times above.

 

## Troubleshooting

 

### Connection Issues

If the connection is lost:

1. Go to **Settings** → **Apps**

2. Click **Uninstall** on QuickBooks

3. Refresh then Install QuickBooks app again from POM

4. Test with a manual sync

 

### Sync Errors

Common sync errors and solutions:

Rate Limit Error - QuickBooks only allows so many transactions per minute, when doing invoicing, you can exceed the allotment, pausing for 1 minute and trying again resolves the issue.