How to Set Up the QuickBooks Integration in Sparkforge

By Sparkforge Support Team ·Last reviewed May 3, 2026

The Sparkforge–QuickBooks integration syncs contacts, invoices, and payments in both directions. Connect it under Settings > Integrations, choose whether to import old invoices, and accept all permissions during the QuickBooks login.

The QuickBooks integration is a two-way sync between Sparkforge and QuickBooks Online. Once connected, contacts and invoices flow automatically and payment activity in Sparkforge is recorded as a sales receipt in QuickBooks.

What syncs from Sparkforge to QuickBooks

New customers are created in QuickBooks when they have activity in Sparkforge.
Payments inside Sparkforge — order forms, subscriptions, membership checkouts, calendar payments — register as sales receipts in QuickBooks (matched on email).
When an invoice is sent in Sparkforge, a matching invoice is created in QuickBooks. Updates to that invoice continue to sync.

Invoice fields that sync

Invoice number
Status (paid, voided, etc.)
Issue date and due date
Contact (created in QuickBooks if missing)
Billing email
Total value and amount paid
Line item names
Discounts and taxes (adjusted against item price for U.S. sub-accounts; passed through directly elsewhere)

Important: Invoices that already existed in Sparkforge before the integration was connected will not back-sync. Only new invoices created after connection will sync.

What syncs from QuickBooks to Sparkforge

Existing QuickBooks contacts are imported into Sparkforge, and new contacts continue to sync (allow up to 5 minutes).
When a contact's first invoice is paid in full in QuickBooks, Sparkforge can send a review request automatically. Toggle this on or off on the integration card.
Old QuickBooks invoices can be imported during initial connection. Edits made to those imported invoices in Sparkforge do not push back to QuickBooks, and there is no re-import loop.

How to connect QuickBooks

Go to Settings > Integrations.
Click the QB Connect button.
Toggle Import Invoices on if you want historical QuickBooks invoices pulled in.
Toggle review automation on if you want automatic review requests on first paid invoice.
Click Connect and sign in with your QuickBooks credentials. Accept all requested permissions.

Why an invoice isn't syncing

Draft invoices in Sparkforge do not sync to QuickBooks. Only Sent, Pending, or Paid invoices are pushed.

Click Send on the invoice — do not leave it as Draft.
Confirm the customer exists in QuickBooks. Estimates do not auto-create QuickBooks customers.
If the invoice still does not appear, recheck the integration connection.

Frequently Asked Questions

Will the integration import my old QuickBooks invoices?

Only if you enable the Import Invoices toggle during initial connection. Edits made to those imported invoices inside Sparkforge will not push back to QuickBooks.

What happens if a customer already exists in QuickBooks?

If the email matches, the existing QuickBooks customer record is updated and transactions are linked to it. If no match exists, a new customer is created.

Do taxes and discounts sync on invoices?

Yes. Total amount, taxes, and discounts all sync. For U.S. sub-accounts they are adjusted against item price; other regions pass them through directly.

Why isn't my Sparkforge invoice showing up in QuickBooks?

Draft invoices do not sync. Click Send on the invoice and confirm the customer record exists in QuickBooks. Estimates do not auto-create customers.

Does accepting an estimate sync the customer to QuickBooks?

No. Estimates do not auto-create QuickBooks customers. The customer record is created when an invoice is sent.