How to Connect QuickBooks Online
MonuDesk integrates with QuickBooks Online to keep your accounting in sync. When you create orders and log payments in MonuDesk, the data is automatically sent to QuickBooks.
Written By Dennis Rodin
Last updated 3 days ago
How to connect
Go to Settings → Integrations → QuickBooks. Click the QuickBooks button. You will be asked to enter your QuickBooks email and password. Once logged in, QuickBooks confirms the connection and you're done.
You can disconnect at any time from the same page.
What gets synced
When you create a confirmed order, MonuDesk creates the order in QuickBooks, creates the customer in QuickBooks (if they don't already exist), and attaches everything together.
When you log a payment, MonuDesk sends the payment to QuickBooks and attaches it to the corresponding order.
Invoices and receipts that MonuDesk generates automatically (for example, when you move an order to Confirmed Order or log a payment) are attached to the QuickBooks records as well.
Customer matching
MonuDesk tries to match customers by name and email. If a matching customer is found in QuickBooks, the order is linked to them. If no match is found, a new customer is created in QuickBooks automatically.
Customer field mapping
By default, MonuDesk sends the purchaser's first name into the QuickBooks Title field, the purchaser's first name into the QuickBooks First Name field, and the purchaser's last name into the QuickBooks Last Name field. The decedent name lands in the QuickBooks Display Name field by default.
If your QuickBooks setup uses a non-standard convention (for example, you record customers under the decedent's name instead of the purchaser's, or the cemetery name lives in the last-name field), you can remap each field. Go to Settings → Integrations → QuickBooks and open the Customer field mapping panel. For each MonuDesk source field on the left, pick which QuickBooks destination field it should write into.
Common setups:
Decedent-keyed accounts: map MonuDesk Decedent Name → QuickBooks Display Name so all your QuickBooks records stay organized by who the stone is for.
Cemetery-keyed accounts: map MonuDesk Cemetery Name → QuickBooks Last Name if your team's existing QuickBooks records are filed by cemetery.
Standard: leave the defaults. Purchaser identity flows into QuickBooks first/last name as expected.
Tip: Field mapping changes only apply to new orders synced after the change. Orders already pushed to QuickBooks keep whatever fields were sent at sync time.
Income account mapping
In the same Settings → Integrations panel you'll see Income Account Mapping. This tells QuickBooks which income account each order's revenue should post to. The first row is your default income account: pick the QuickBooks account you use for monument sales (for example, Stone Sales or Memorial Revenue). Anything that does not match a more specific rule posts here, so until a default is set, payments may sit in QuickBooks unassigned.
If you want different kinds of sales to land in different QuickBooks accounts, click + Add Income Account to add a mapping row. Each row pairs a QuickBooks Income Account with a Maps to type, so you can route, for example, all monument sales to one account, all services such as cleaning, lettering, and foundation work to another, and all accessories such as vases, porcelain, and etching to a third. Add as many rows as you need, and edit or delete them anytime. On export, each line item posts to the account that matches its type, and anything left unmatched falls back to the default.
If you're not sure which accounts to use, check with your accountant or match whatever income accounts you already file these sales under.
If an order is not syncing: first check that QuickBooks is still connected on this page, since the connection can drop. Then check that the order's type has an income account mapped. If a type (for example an onsite or service sale) is left unmapped, MonuDesk has no account to post it to, so the order silently does not sync and no error is shown. Add the mapping for that type so orders of that type sync going forward.
Good to know: The sync is one-way only: MonuDesk sends data to QuickBooks Online. Changes made in QuickBooks do not flow back to MonuDesk.