You sign in to QuickBooks Online and choose one company per connection. Naarvin reads its ledger month by month, its invoices, bills, credit memos and customer payments, and its own Profit and Loss and Balance Sheet. Naarvin cannot leave a draft journal in QuickBooks Online, so once an admin turns sending on, each approved journal is posted there directly.
What does Naarvin read from QuickBooks Online?
| Record | What Naarvin reads |
|---|---|
| Chart of accounts | Every account, typed from its QuickBooks account type and detail type |
| Ledger | Every posted line from the General Ledger report, grouped back into balanced transactions in the home currency |
| Who and when | Who created each transaction and when, for journal tests |
| Classes and locations | Classes as cost centres and departments (locations) as departments |
| Invoices and bills | With the balance still due, their lines and the VAT on each line |
| Credits | Credit memos, vendor credits and refund receipts, as credit notes |
| Customer payments | Any amount not yet applied, shown as money on account |
| Customers and vendors | E-mail, phone and country; vendor payment terms, and bank details where QuickBooks returns them |
| Statements | QuickBooks' own Profit and Loss and Balance Sheet per account, for checking the load |
Each line's VAT rate comes from its QuickBooks tax code, and the document's tax for each rate is spread over the lines carrying that rate. So the lines add up to the tax total QuickBooks shows, which matters when the figures feed your VAT return.
How does the QuickBooks sync work?
Naarvin builds the ledger from QuickBooks' General Ledger report, one month at a time. A full sync starts from the company's start date in QuickBooks, or three years back if none is set. Because transactions in past months can still be edited in QuickBooks, every later sync re-reads the last two months and marks anything that vanished there as deleted.
Statements follow the same rhythm: twelve months on a full sync, then the current and previous month. Syncs run on the schedule you set, from every 15 minutes to once a week, or when someone presses Sync now.
How do you connect QuickBooks Online?
- Start the connection in NaarvinNothing is typed in first. Naarvin sends you to Intuit to sign in.
- Choose the company at IntuitOne sign-in connects one QuickBooks company. Connect again for each further company.
- Link it to a company in NaarvinNew or existing, in the same home currency.
- Set the schedule and confirm the mappingPick when to sync, then confirm the suggested place of each account in the finance model.
Sign-in connectors like QuickBooks Online are switched on for your installation during onboarding, and our team connects your systems with you on every plan.
What happens when an approved journal is sent to QuickBooks?
It is posted as a journal entry in QuickBooks at once. There is no draft step in QuickBooks, so the control is in Naarvin: sending stays off until an admin switches the connection on in post mode, and every journal needs its own approval first. Turning on drafts for QuickBooks is refused with a message saying why.
- The entry gets a number starting with NV, and its private note ends with a Naarvin reference. Naarvin looks for that number before creating, so a retry never posts twice.
- Lines on a receivable or payable account name their customer or vendor.
- A cost centre becomes the QuickBooks class of that name, or else the location of that name. Class or location tracking must be on in QuickBooks; a cost centre that matches none, or several, stops the journal.
- Amounts are in the company's home currency, with at most two decimals.
- The same QuickBooks sign-in is used for reading and sending; no second sign-in is needed.
If you would rather keep a person in QuickBooks between approval and posting, leave sending off and export approved journals as a CSV file to import. Our guide to the approval matrix and segregation of duties covers who should approve what.
What does the QuickBooks connection not do?
- It does not read VAT numbers of customers or vendors from QuickBooks.
- It shows customer payments on account, not vendor payments on account.
- It connects one company per sign-in, so a group with several QuickBooks companies has one connection for each.
- It is built and is checked in a first sync with your own company before you rely on it. Try sending on a QuickBooks sandbox company first.
Questions people ask
Why are journals posted instead of saved as drafts?
Naarvin cannot leave a draft journal in QuickBooks Online, so its only way to send is to post. That is why sending needs an admin to choose post mode, and why every journal is approved in Naarvin before it goes.
Can one connection read several QuickBooks companies?
No. One sign-in connects one company. Add a connection for each further company; they all land in one finance model in Naarvin.
How far back does the first sync go?
To the company's start date in QuickBooks, or three years back if QuickBooks has none. Later syncs re-read the last two months.
Does Naarvin read QuickBooks classes and locations?
Yes. Classes become cost centres and locations become departments, so reports can be split the way you already track them. Sent journals use them too.