QuickBooks

Connect your agency's QuickBooks Online company, choose how invoices and bills look there, and match customers, products, and vendors once.

For agency owners and admins Web app 5 min read Last updated October 20, 2026

What you'll learn

  • How to connect your agency's QuickBooks Online company, so invoices and pay runs go there without entering them twice.
  • How to choose how invoices and bills look in QuickBooks, and match your customers and interpreters once.

What QuickBooks does in Fluent

You close runs in Fluent and send them to QuickBooks, then send the invoices to your customers and pay the bills from QuickBooks. Owners and Admins can connect QuickBooks, change its settings, and sync.

  • Invoices: Each invoice in a closed invoice run becomes one QuickBooks invoice, with the same number, dates, and lines. See Sync invoices to QuickBooks.
  • Bills: Each interpreter or partner agency in a closed pay run gets one QuickBooks bill, due on pay day. See Send a pay run to QuickBooks.
  • Payments: When a QuickBooks invoice is paid in full, Fluent marks the invoice Paid. See Track invoice payments.
  • Corrections: Finishing a correction to an invoice that's in QuickBooks replaces the QuickBooks copy, with the same number. See Correct a closed invoice.

Connect QuickBooks

Connect before your first close. One person signs in, and the whole agency uses that company.

  1. Go to Settings › QuickBooks.
  2. Click Connect QuickBooks.
  3. Sign in at QuickBooks.
  4. Select the company to connect.

Settings › QuickBooks reads Connected, with the company's name.

Important: If QuickBooks already has invoices, your next invoice number now follows the latest one there, and Fluent never moves it backwards. To change it, see Set up billing runs.

Choose how invoices and bills look

Once you're connected, set these on Settings › QuickBooks before your first sync.

  • Products and services on each line: Detailed, the default, uses an item for each language, service, and rate type. One item uses Interpreting Services for every service line. Mileage, travel time, and late cancellations always get their own items.
  • Payment terms on invoices: Fluent always sends the due date. If you select the term option, it also sends the QuickBooks term with the same number of days, such as Net 30, when your company has one.
  • Income account for new items: If you leave it blank, Fluent uses the company's first income account.
  • Expense account for bills: You can't send a pay run until you select one.

Match customers, products, and vendors

Fluent matches each customer, interpreter, and partner agency to a QuickBooks record once, then reuses the match.

  • Customers: When you sync, Fluent matches each customer whose name is the same in QuickBooks. For the rest, select a QuickBooks customer, or have Fluent create one.
  • Vendors: Fluent matches interpreters and partner agencies to QuickBooks vendors the same way, the first time you send a pay run they're in.
  • Products and services: The first time a sync needs an item, Fluent uses the QuickBooks item with the same name, or creates one.

To change a match:

  • Wrong customer match: Change it on Settings › QuickBooks. Invoices already in QuickBooks keep their customer.
  • Vendor match: You can change it only while you send a pay run, before its bill is in QuickBooks.
  • Removing a match: You can't remove a match.

Review customer and vendor details

When a matched customer's or vendor's details differ from QuickBooks, Settings › QuickBooks lists each difference for you to settle. It compares the name, billing address, email, and payment terms.

  • Customers: Use the Fluent value, the QuickBooks value, or keep both. Payment terms go only from Fluent to QuickBooks.
  • Vendors: Fluent compares only the name and email. QuickBooks can take Fluent's value, never the other way round.
  • Keep both: Fluent stops asking about that detail until one side changes.
  • Addresses from QuickBooks: A QuickBooks address changes only the customer's Billing Address in Fluent, never its Customer Address.
  • Closed or sent invoices: They keep their details.
  • Customers page: When customer details differ, the Customers page also shows a notice that opens this review.

See what was sent

Check what reached QuickBooks in two places.

  • Settings › QuickBooks: Shows your last sync and your last detail change.
  • QuickBooks history: Lists your syncs, with what each created, what failed, and what it left out. From a sync with failures, you can open its run in Billing › Review.

LEP client details stay in Fluent

QuickBooks Online isn't HIPAA compliant. No line Fluent sends carries the LEP client's name or date of birth.

  • Service lines: Carry the service, date, time, language, interpreter, appointment number, and who requested it.
  • Mileage, travel time, and other lines: Carry the date, the miles or hours, and the appointment number.
  • Adjustment lines: Carry only their category.

Important: The PDF, CSV, and Excel files you export from Fluent do include the LEP client's name and date of birth. See Export invoices.

Reconnect or disconnect

When QuickBooks ends the sign-in, Settings › QuickBooks reads Sign in again. Nothing reaches QuickBooks until you sign in.

  1. Go to Settings › QuickBooks.
  2. Click Reconnect QuickBooks.
  3. Sign in at QuickBooks.
  4. Select the same company.

The page reads Connected again.

If a sync stopped, run it again. What reached QuickBooks stays there, and Fluent sends the rest.

To stop using QuickBooks:

  1. Go to Settings › QuickBooks and click Options.
  2. Click Disconnect.
  3. In the "Disconnect QuickBooks?" dialog, click Disconnect.

Fluent shows "QuickBooks disconnected".

  • In Fluent: Fluent keeps your matches and QuickBooks history, and stops checking QuickBooks for payments.
  • In QuickBooks: Nothing already there changes.

Switch to a different QuickBooks company

To move to another company, disconnect, then click Connect QuickBooks and select the new company.

  • Matches and accounts: The new company starts fresh. Match your customers, interpreters, partner agencies, and products again, and select the income and expense accounts again.
  • Invoices and bills already sent: They stay in the earlier company as history, and show In an earlier company. Fluent doesn't update them, renumber them there, or send them again.
  • Payments: Fluent stops reading payments for those invoices. When one is paid, mark it paid in Fluent. See Track invoice payments.
  • Same company again: Reconnecting the company you disconnected keeps your matches and account choices.

Rules and limits

  • Fluent works with QuickBooks Online only.
  • Fluent changes nothing in QuickBooks until you sync a run, finish a correction, or use a Fluent value when you review details.
  • Every invoice line Fluent sends is non-taxable.
  • Not every payee on a pay run gets a bill. See Send a pay run to QuickBooks.

Troubleshooting

Connecting brings me back with an error

The sign-in at QuickBooks was canceled, or took longer than 15 minutes. Click Connect QuickBooks again and finish signing in within 15 minutes.