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 26 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. This tells QuickBooks which income account each order's revenue should post to. If it shows Not mapped, click it and pick the QuickBooks account you use for monument sales (for example, Stone Sales or Memorial Revenue). Until this is mapped, payments may sit in QuickBooks unassigned.
If you're not sure which account to choose, check with your accountant or use whichever QuickBooks income account you currently file monument sales under.
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.