Syncing with QuickBooks

The QuickBooks screen keeps Muin and QuickBooks Online in step so invoices, bills, vendors and customers do not have to be typed twice.

When you’d use this

You keep your books in QuickBooks Online and want Muin’s invoices and bills there without re-entry.
You want Muin’s vendor list matched to the vendors already in QuickBooks.
A record differs between the two systems and you need to decide which one is right.
Sync stopped and the QuickBooks card says Connection error - needs reconnection.

QuickBooks needs the Finance module. If the catalog card says Upgrade to Connect, your plan does not include it.

Open Settings → Integrations and find QuickBooks under Accounting. (You can also start from Connections → Integration Catalog → QuickBooks → Connect.)
Click Connect QuickBooks. A popup opens on Intuit’s sign-in page.
Sign in, pick the QuickBooks company, and approve access. The popup closes when it is done. Details and fixes for this step: Connecting and Authorizing.
Back on the card, click Settings to open the QuickBooks screen (Settings → Integrations → QuickBooks). The card also has Sync Now and Disconnect.

On the QuickBooks screen, open the Settings tab:

Automatic Sync: turn it on and pick a Sync Frequency: Every hour, Daily or Weekly.
Data Types to Sync: tick Invoices, Bills, Vendors and Customers as needed.
Conflict Resolution → Default Strategy: choose Muin data takes priority, QuickBooks data takes priority, or Ask me each time.
Run your first sync with Sync Now on the Sync History tab.

Tab	Use it to
Overview	See connection status, Last Sync, Recent Syncs and how many conflicts need resolution.
Settings	Automatic sync, data types, conflict strategy, and Disconnect QuickBooks under Danger Zone.
Sync History	Every synced record, filtered by type, with direction and status.
Vendors / Customers	Match each QuickBooks vendor or customer to its Muin record. Rows show Auto, Manual or Unmatched.
Accounts	Map QuickBooks accounts to Muin categories.
Write-Back	Push Muin invoices or bills that are not yet in QuickBooks (Push N invoice(s)).
Payroll	Pull payroll employees from QuickBooks (Refresh Payroll) and set up Payroll GL write-back so a payroll run’s journal can be posted to QuickBooks.
Reports	Revenue Summary, Aging Report and Sync Reconciliation.
Conflicts	Records that differ between the two systems, for you to resolve.

Synced bills and vendors appear in Muin’s finance screens; pushed invoices and bills appear in QuickBooks.
Vendor and customer matches decide which Muin record each QuickBooks record updates.
With Payroll GL write-back turned on, the payroll dashboard’s Post to QuickBooks action can post wages and employer taxes. Payroll runs that came from QuickBooks are never written back.
Disconnect QuickBooks stops all syncing and removes stored credentials. Your data in Muin is not deleted.

What you see	Why	What to do
Connection error - needs reconnection on the QuickBooks card	Intuit revoked the connection, often after a QuickBooks password change or an admin removing the app.	Click Disconnect, then Connect QuickBooks again and sign in.
N conflict(s) need resolution	The same record changed in both systems.	Open Conflicts, compare Muin Value and QB Value for each field, and choose which to keep in the Action column.
A vendor shows Unmatched	Muin could not match it to a Muin vendor on its own.	Open Vendors, click Match on the row, and search for the Muin vendor.
Post to QuickBooks says write-back is not enabled	Payroll write-back is off.	Turn on Enable payroll write-back to QuickBooks on the Payroll tab and map the accounts.
Items sit in Write-Back	Pushing to QuickBooks is a deliberate step.	Click Push for invoices or bills when you are ready.