Connecting QuickBooks Online

Push your finished invoices straight into your own books — dispatcher guide · Xero · Sage

1. What the connection does

When you raise an invoice in Dispatch Pro, you can push it into QuickBooks Online instead of retyping it. That's the whole feature.

What crosses	Direction
Invoices you raised here — number, date, terms, lines, tax, total	Dispatch Pro → QuickBooks
The customer record needed to hang that invoice on	Dispatch Pro → QuickBooks
Anything at all from your books	Never.

Push only. We do not sync, reconcile, or read your chart of accounts. Nothing moves until you connect the integration and press push on a specific invoice.

2. What you need first

A QuickBooks Online company, and an account that can authorize apps for it.
Company admin on your Dispatch Pro account — the Accounting card is admin-only.
Your tax code as it exists in QuickBooks (for most BC carriers, your GST code). The push refuses without it; see §7.
Ten minutes, if you're registering your own app (§4).

3. Which app: ours or yours

Connecting always happens the same way — you approve Dispatch Pro on Intuit's own consent screen, and Intuit hands us a token scoped to your company. The only question is whose application makes that request.

	Our app	Your own app
Setup	Press Connect. Nothing else.	Register an app with Intuit, paste two values, then connect.
Who Intuit names on the consent screen	Dispatch Pro	Your company's app
Who holds the Intuit developer relationship	Us	You
Where the invoices end up	Your books, either way.

Most carriers should just use ours. Register your own if your accountant or your IT policy wants the Intuit-side relationship in your name, or if you already have an Intuit developer account for other tooling.

Either way, we never ask for your QuickBooks username or password — and you should never give it to anyone who does. What you paste in §5 identifies an application you created. It is not your login, and on its own it cannot reach your books: the actual permission comes from you clicking Connect on Intuit's screen, and you can withdraw it from Intuit at any time.

4. Registering your own app

Skip this section if you're using our app.

Sign in at developer.intuit.com with your Intuit account and open the dashboard.
Create an app and give it access to the Accounting scope (com.intuit.quickbooks.accounting). That is the only scope we ask for.
Open the app's Keys & credentials. You'll see a Client ID and a Client Secret, listed separately for the sandbox and production environments. Unless you've been told otherwise, you want production — the sandbox talks to a fake company, not your books.
Add this exact Redirect URI to the app:
https://app.pinnaclegrove.ca/auth/accounting/callback
It has to match character for character, including https:// and with no trailing slash. The Accounting card in Settings shows the same URL for the site you're actually signed in to — copy it from there if you're on a different address.
Save.

The mismatch that catches everyone. If the redirect URI in the Intuit app isn't identical to the one above, the connection fails at the last step with an Intuit error rather than a Dispatch Pro one. It's almost always a trailing slash or http instead of https.

5. Pasting the credentials

In Dispatch Pro: Settings → Accounting.
On the QuickBooks row, open Connect with your own QuickBooks app (it reads Use your own QuickBooks app instead if ours is already available to you).
Paste the Client ID and Client secret, then press Save credentials.

The secret is encrypted before it is stored and is never shown again — the field goes blank and reads stored — type to replace. That's expected. If you need to change it later, type the new one over the top; you don't need the old one.

Changing the credentials means you're connecting as a different application, so any existing connection has to be re-made — Dispatch Pro will tell you so and you just press Connect again.

Use the platform app removes your credentials and puts you back on ours.

6. Connecting

Press Connect on the QuickBooks row.
Intuit asks you to sign in and pick the company to authorize. Choose carefully if you have more than one — this is the company the invoices land in.
Approve. You come back to Settings, and the row reads connected with your company id beside it.

7. Your tax code

Once connected, the row grows a Tax code in QuickBooks field. Enter the code exactly as it is named in your QuickBooks tax settings — for most BC carriers that's the GST code.

This is required, and it is deliberately not guessed. Dispatch Pro has no built-in tax rate and will not invent one. Every line we push carries the code you put here. A push with no tax code set is refused rather than sent at the wrong rate — because a wrong rate becomes your filing problem, not ours. Press Save tax code after entering it.

8. Pushing an invoice

Raise the invoice as usual (Invoices tab), then push it. The status sits on the invoice so you always know where it got to:

Status	Meaning
queued	Accepted, waiting its turn. Retries on its own.
needs customer	We couldn't be sure which QuickBooks customer this is. See §9.
pushed	It's in QuickBooks, with the provider's own id recorded here.
failed	QuickBooks refused it. The reason is shown on the invoice.

An invoice can only land once. Each invoice gets one push record per provider, and we check for an existing invoice with that number before creating anything — so a retry after a timeout or a dropped connection cannot mint a duplicate in your books.

9. Matching customers

The first time you invoice a given customer, we look for them in QuickBooks by name. If there's an obvious single match we use it. If there are several, or none, the push stops at needs customer and asks you to pick — or to create the customer — rather than guessing. Your choice is remembered, so it's a once-per-customer question, not a once-per-invoice one.

This is deliberate: silently creating a near-duplicate customer in someone's books is a mess that takes an accountant to unpick.

10. When it stops working

What you see	What to do
connection expired — reconnect	Intuit's permission lapsed (it does if unused for a long stretch, or if someone revoked it in QuickBooks). Press Connect again. Nothing is lost.
add your own app credentials to connect	Our app isn't available to you on this deployment — register your own (§4).
A push failed mentioning tax	The tax code doesn't match one in QuickBooks. Check the spelling against your QuickBooks tax settings (§7).
The Intuit screen errors on redirect	Redirect URI mismatch — see the note in §4.
Everything looks right, nothing arrives	Check you authorized the company you meant to. The connected company id is on the Accounting row.

11. Disconnecting

Disconnect stops further pushes immediately, asks Intuit to revoke the permission you granted, and deletes the connection tokens we held. It does not touch your books — invoices already pushed are yours and stay exactly where they are. You can reconnect later.

You can also revoke Dispatch Pro from the Intuit side; we'll show the connection as needing a reconnect the next time we try to use it.

Removing your own app credentials deletes the stored secret. What we keep either way is the record of when the connection was made, changed, removed, and used — see Terms §15 and the Privacy Policy.