Connecting QuickBooks Online
How to connect Hire2Hero to QuickBooks Online so that approved invoices can be exported directly to your accounting system.
Hire2Hero integrates with QuickBooks Online so that approved invoices can be pushed directly into your accounting system — no copy-and-paste. This guide covers the one-time OAuth connection and what to do if the integration needs to be refreshed or disconnected.
The Manage Integrations role is required to access the QuickBooks Online settings page. If you don't see it in the sidebar, contact your Hire2Hero administrator.
Navigate to Settings → Integrations → QuickBooks Online to begin setup.
Connect your QuickBooks Online account
On the QuickBooks Online settings page, click Connect to QuickBooks. You'll be redirected to the Intuit OAuth consent screen.
Sign in with the QuickBooks Online account that has access to the company file you want to sync invoices into, then click Connect.
After granting access, Intuit redirects you back to Hire2Hero. The page will show a Connected status with the name of the linked QuickBooks company.
Hire2Hero stores a long-lived refresh token so the connection stays active without you needing to re-authorise. The only time you'll need to reconnect is if you revoke access from within QuickBooks Online or if the token expires after a long period of inactivity.
Export invoices to QuickBooks Online
Once connected, you can push approved invoices directly from the Invoicing page. See Invoicing for step-by-step instructions.
Understand export statuses
After an export is submitted, invoices move through the following statuses:
| Status | Meaning |
|---|---|
| Export Queued | Export submitted, waiting to process |
| Exported | Successfully created as an invoice in QuickBooks Online |
| Export Failed | The export attempt failed — see the Export Failure Reason column |
If an invoice lands on Export Failed, the Export Failure Reason column on the Invoices list will describe what went wrong. Common causes are listed below.
Troubleshoot common export failures
| Failure reason | What it means | How to fix |
|---|---|---|
| Customer not found | The client corporation in Hire2Hero doesn't match any customer in QuickBooks | Create a matching customer in QuickBooks Online, or update the client name in Hire2Hero to match exactly |
| Income account not mapped | The invoice line item doesn't have a corresponding income account in QuickBooks | Assign an income account in Settings → Integrations → QuickBooks Online → Account Mapping |
| Connection expired | The OAuth token was revoked or expired | Reconnect your QuickBooks Online account (see above) |
| Duplicate invoice number | QuickBooks already has an invoice with the same number | Delete or void the duplicate in QuickBooks, then retry the export |
After resolving the underlying issue, re-select the failed invoice on the Invoices list and click Export again to retry.
Disconnect QuickBooks Online
To remove the integration, navigate to Settings → Integrations → QuickBooks Online and click Disconnect. This revokes Hire2Hero's access token and stops all future exports. Invoices that were already exported to QuickBooks are not affected.
Disconnecting does not delete any data in QuickBooks Online. It only prevents Hire2Hero from creating new invoices there. You can reconnect at any time by following the steps above.