Connect Moxie to QuickBooks Online so clients, invoices, payments, and payment-processing expenses stay aligned without entering the same information twice.
Before you begin
QuickBooks Online is available on Pro and Teams plans. Convert a trial to a paid plan before connecting.
You need permission to manage workspace integrations in Moxie and authorize the intended company in QuickBooks Online. This connection is for QuickBooks Online, not QuickBooks Desktop.
Confirm your account and tax mappings with the person responsible for your books. The examples below explain the settings, not accounting advice.
Prepare your accounts in QuickBooks Online
Before connecting, identify the accounts Moxie should use in your QuickBooks chart of accounts:
Income account: where Moxie invoice income should be recorded.
Payment processing expense account: where processing fees recorded in Moxie should be recorded.
Undeposited funds account: where payments should be held before you reconcile the matching deposits.
Default sales tax and Exempt sales tax: the QuickBooks tax codes appropriate for taxable and exempt sales.
Use existing accounts if they fit your bookkeeping process. Moxie lists accounts and tax codes from the connected company; create or maintain them in QuickBooks first.
Connect and map QuickBooks Online
In Moxie, go to Settings → Apps & integrations and select Accounting.
On the QuickBooks Online card, select Connect, then Connect QuickBooks Online to start authorization.
Sign in to QuickBooks and authorize the company you want this Moxie workspace to use.
After returning to Moxie, check the connected company name. Select Manage on the card whenever you need to reopen these settings.
Under How do you send invoices?, choose I only send invoices from Moxie or I send invoices from Moxie and QuickBooks. The second option checks invoice-number uniqueness against QuickBooks to help avoid collisions.
Choose your Income account, Payment processing expense account, and Undeposited funds account, then review the default and exempt sales-tax mappings.
Select Save QuickBooks settings.
Choose the accounts for your connected company and save the mappings before relying on synchronization.
What happens next
Moxie synchronizes eligible clients, invoices, payments, and processing-fee expenses with the connected company.
A small QuickBooks mark on a linked record shows its accounting connection. It is not a substitute for checking the latest sync result when an error is reported.
To use QuickBooks-managed tax codes, open Settings → Preferences → Invoices, choose Integrated — accounting provider tax rules, and select QuickBooks and the appropriate default rule.
Maintain tax-code definitions in QuickBooks, then reopen invoice preferences to refresh the catalog. An existing invoice retains its saved tax selection; changing a default does not rewrite invoices you already created.
Record payments in Moxie first
Record invoice payments in Moxie, including payments received outside Moxie, before reconciling their deposits in QuickBooks. Match deposits to the payments Moxie created rather than recording the same payment twice. Review processing fees separately when a processor deposits less than the customer paid.
Do not assume that a payment or invoice edit made directly in QuickBooks will update Moxie. Keep Moxie as the starting point for changes to Moxie-managed invoices.
Reset or disconnect
Reset: use only after connecting a different QuickBooks company, as the confirmation in Moxie explains. It is not a routine refresh or a first step for troubleshooting.
Disconnect: stops new records from synchronizing with QuickBooks. To authorize again, use the connection flow on the QuickBooks Online card.
If one client or invoice points to the wrong accounting record, use its action menu and choose Unlink accounting record. This clears the Moxie link without deleting the QuickBooks record; review the existing accounting record before synchronizing again to avoid duplicates.
Troubleshooting
An account is missing: confirm you connected the correct company and that the account has the right classification. The expense selector lists expense accounts, and Undeposited funds lists asset accounts. Reopen the integration after updating the chart of accounts.
An invoice number is already in use: check the matching invoice in QuickBooks and use a unique number in Moxie. Review the invoice-number setting if you send invoices from both products.
Tax codes are missing: check your QuickBooks tax setup, then reopen Moxie's invoice preferences and confirm that QuickBooks is the selected integrated provider.
Synchronization fails: review the reported error, connected company, authorization, and saved account mappings before retrying. Avoid resetting the integration or manually duplicating payments as a workaround.
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