How to Connect QuickBooks to Sumext

Time required: 2 minutes · Requires: QuickBooks Online admin access · Supported: USA and Canada

Step 1: Go to Integrations

Step 2: Select QuickBooks

Find the QuickBooks card. Click Connect with QuickBooks. You will see the official Connect to QuickBooks button in the Intuit style.

Step 3: Sign in to Intuit

You will be redirected to Intuit's login page. Sign in with your QuickBooks credentials.

Step 4: Select Your Company

If you have multiple QuickBooks companies, select the one you want to connect to Sumext. Click Connect.

Step 5: Automatic Data Sync

You will return to Sumext. In the background, Sumext syncs:

✓ All vendors from QuickBooks
✓ Chart of accounts (expense accounts)
✓ Tax codes
✓ Products and services (Items)

This takes 30-60 seconds.

Step 6: Start Processing

Go to Costs → Upload and upload your first invoice. In the Review screen, the Vendor and Account dropdowns show your QuickBooks data. Click Submit to QuickBooks to create the bill.

What Gets Created in QuickBooks

A new Bill is created in QuickBooks Online under Expenses → Bills.

Vendor name matched or created
Bill date and due date
Invoice number as reference
Line items with expense account
Tax code applied
Original PDF attached via QBO Attachable

Frequently Asked Questions

Does this work with QuickBooks Desktop?

No. Sumext connects to QuickBooks Online only. QuickBooks Desktop does not have the same API access.

I have multiple QBO companies. Can I connect all of them?

Currently one QuickBooks company per Sumext organisation. Multi-company support is on the roadmap.

How do I disconnect QuickBooks?

Go to Integrations -> QuickBooks -> Disconnect. This revokes Sumext's access immediately.

My connection expired. What happened?

QuickBooks access tokens last 100 days. If your connection expired, go to Integrations -> QuickBooks -> Reconnect and go through the flow again.

The sync shows no vendors. Why?

If your QBO account has no vendors yet, the vendor list will be empty. Sumext will create vendors automatically as you process invoices.

What permissions does Sumext request from QuickBooks?

Sumext requests access to read vendors, accounts and tax codes; create and update bills; and attach documents to bills. We do not access bank feeds, payroll, or customer data.