Accounting and payment integrations link OneSuite invoices to your books and to the services that take your clients’ money. Connect QuickBooks Online or Xero so invoices and payments reach your accounts without retyping, and connect a payment gateway so every new invoice carries a pay button.
In this guide you’ll learn how to:
- Connect QuickBooks Online or Xero and choose its sync settings
- Copy an invoice to your accounting tool by hand
- Reconnect or disconnect an accounting tool
- Connect Stripe, PayPal, Quickpay, Razorpay, HitPay or CHIP
- Find where connected gateways appear on your invoices
Before you start
- You need access to your business’s admin settings. If you can’t see Integrations in Settings, ask an admin.
- For QuickBooks, you need admin access to the QuickBooks company you want to connect, because QuickBooks only lets admins connect apps.
- For Xero, you need access to the Xero organisation you want to connect.
- For a payment gateway, open an account with the gateway and find its API keys, usually in its developer or API settings.
What do the accounting integrations do?
QuickBooks Online and Xero both copy your OneSuite invoices into your accounting tool and record payments there when invoices are paid. You can connect only one of them at a time.
| Tool | What it does |
|---|---|
| QuickBooks Online | Copies invoices to QuickBooks with mapped products and records payments when invoices are paid. Your item and project mappings are kept if you disconnect and later reconnect the same company. |
| Xero | Copies invoices to Xero and records payments when invoices are paid. It can also fill a Xero tracking category with the client’s name. |
While one tool is connected, the other card on the Accounting page reads Disconnect QuickBooks first or Disconnect Xero first.
How to connect QuickBooks Online or Xero
You connect an accounting tool from Settings, Integrations, Accounting by signing in to QuickBooks or Xero and approving access.
- Click your name at the bottom of the sidebar, then click Settings.
- Under Integrations, click Accounting.
- Click the QuickBooks or Xero card. It shows Connect while it isn’t connected.
- Sign in on Intuit’s or Xero’s site with the account for the organisation you want to connect. OneSuite never sees your password.
- Review the consent screen and approve access. If your login has more than one organisation, pick the right one first, because each OneSuite business links to one accounting organisation.
- You return to OneSuite on the tool’s settings page, where you choose how invoices and payments sync.
For a walkthrough inside OneSuite, click How to connect? on the card. If the connection fails, OneSuite shows QuickBooks connection failed. Please try again.
How to set up QuickBooks sync settings
You choose accounts and sync rules on the QuickBooks Online Settings page, then click Save Settings.
- On the Accounting page, click the Settings icon on the connected QuickBooks card.
- Set each row in the table below.
- Click Save Settings.
| Row | Options | What it controls |
|---|---|---|
| Income account | A QuickBooks income account, or None so that a mapping is required | OneSuite matches invoice lines to QuickBooks Products and Services by name. If no match exists, it creates one using this account. |
| Default product | A QuickBooks product | Any invoice line with no matched or mapped product uses this product, so one unmapped item never stops a sync. When set, it overrides Income account for unmatched lines. |
| Deposit account | Copy OneSuite payments to an account (placeholder Undeposited Funds), or Do not copy OneSuite payments to QuickBooks Online | Which QuickBooks account OneSuite payments are copied to. |
| Currency validation | Block invoice copy when currencies don’t match, or Allow invoice copy regardless of currency differences | Whether OneSuite checks that the invoice currency matches the customer’s currency in QuickBooks. |
| Invoice updates | Automatically re-copy updated invoices to QuickBooks Online, or Do not automatically re-copy updated invoices to QuickBooks Online | Whether editing an invoice that was already copied pushes the changes to QuickBooks. Sending an invoice or recording a payment still syncs either way. |
Click the info icon at the top of the page to open How automation works. If an invoice’s currency doesn’t match your QuickBooks currency while blocking is on, OneSuite saves the invoice but doesn’t copy it and tells you why.
How to set up Xero sync settings
You choose accounts and tracking on the Xero Settings page, then click Save settings.
- On the Accounting page, click the Settings icon on the connected Xero card.
- Set each row in the table below.
- Click Save settings.
| Row | Options | What it controls |
|---|---|---|
| Default revenue account | A Xero revenue account | Invoices copy to the revenue accounts set on your Xero item codes or contacts. Where those aren’t set, OneSuite uses this account. |
| Default payment account | Copy payments to an account, or Do not copy payments to Xero | Which Xero account payments are applied to. Only accounts enabled for payments in Xero are listed. You can’t save Copy payments to without choosing an account. |
| Tracking categories | Populate tracking categories in Xero based on client, or Do not populate tracking categories in Xero based on client | Tags each invoice line with your Xero tracking category, set to the client’s name. The category option is created in Xero if it doesn’t exist yet. |
Tracking needs an active tracking category in your Xero organisation. Xero also requires a due date on every invoice, so while Xero is connected, OneSuite asks you to set a due date before saving an invoice: A due date is required when Xero is connected.
How to copy an invoice to QuickBooks or Xero by hand
You copy an invoice by hand from its row menu on the Invoices list, which is useful for unsent or older invoices.
- Click Invoices in the sidebar.
- Find the invoice you want to copy.
- Click the three-dots (â‹®) menu on its row.
- Click Copy to QuickBooks or Copy to Xero.
The option appears only while that tool is connected, and not on drafts. After an invoice is in QuickBooks, the menu shows Already synced to QuickBooks instead. For an invoice already in Xero, the menu shows Re-copy to Xero, which copies it again.
In the invoice editor, a badge beside Save shows whether the invoice will sync to the connected tool. On an invoice’s own page, the actions menu offers QuickBooks sync history while QuickBooks is connected.
How to reconnect an expired connection
When the connection expires, the Accounting page shows a banner, and you click Reconnect to sign in again.
The banner reads Your QuickBooks connection expired or Your Xero connection expired, and explains that auto-sync has paused until you reconnect. Click Reconnect and sign in as you did the first time. If the connection was revoked, the tool’s settings page reads Reconnect your QuickBooks company or Reconnect your Xero organisation, with a Reconnect QuickBooks or Reconnect Xero button that does the same thing.
How to disconnect QuickBooks or Xero
You disconnect from the tool’s settings page, and syncing stops.
- Open Settings, Integrations, Accounting, then click the Settings icon on the connected card.
- Click Disconnect QuickBooks or Disconnect Xero at the top of the page.
- In the confirmation, click Disconnect.
You return to the Accounting page.
| Tool | What is kept | What is reset |
|---|---|---|
| QuickBooks | Your item and project mappings, restored when you reconnect the same company. | Your sync settings return to their defaults. |
| Xero | Invoices already in Xero aren’t affected. | Your sync settings return to their defaults, so you set them again when you reconnect. |
Disconnect one tool before you connect the other.
How to connect a payment gateway
You connect a payment gateway on the Payment Methods page by pasting the keys from your gateway account.
- Click your name at the bottom of the sidebar, then click Settings.
- Under Integrations, click Payment.
- On the Payment Methods page, click the card for your gateway. A gateway you haven’t set up yet shows Connect.
- In the dialog that opens, paste the keys listed in the table below.
- Click Save.
The card now shows Connected. OneSuite rejects an empty field, for example Please, provide your Stripe API key. To replace your keys, click the card again, enter the new keys and click Save.
| Gateway | What OneSuite asks for |
|---|---|
| Stripe | Stripe Secret/API Key |
| PayPal | PayPal API Key, PayPal API Secret |
| Quickpay | Quickpay API Key, Quickpay Private Key |
| Razorpay | Razorpay API Key, Razorpay API Secret, Razorpay Webhook Secret |
| HitPay | HitPay API Key, HitPay Salt |
| CHIP | Brand ID, Secret Key |
Extra step for Razorpay
Razorpay needs a webhook as well as keys. The Razorpay dialog shows a webhook URL that ends in your business’s ID.
- Copy the URL shown under Configure this webhook URL in your Razorpay Dashboard.
- In your Razorpay Dashboard, add a webhook with that URL.
- Subscribe the webhook to the
payment_link.paidevent. - Enter the secret you set for that webhook in Razorpay Webhook Secret in OneSuite, and click Save.
Where do connected payment gateways appear?
Connected gateways appear in three places: the invoice settings, each invoice’s editor and the invoice your client opens.
| Where | What you see |
|---|---|
| Invoices, Configure, Getting paid, Online payments | Each gateway marked Connected or Not connected. The list is read-only; Manage in Settings › Integrations › Payment opens the Payment Methods page. |
| The Payments panel in the invoice editor | The Online payments switch, which puts a pay link on the invoice, and a Gateways list where you switch each gateway on or off for that invoice. |
| The invoice your client opens | A Pay Now button for each gateway left on. |
A gateway you connect is switched on for new invoices. An invoice created earlier keeps its own choice, so switch the gateway on in that invoice’s Payments panel and save it.
The Payment Methods page has no disconnect button. To stop offering a gateway on an invoice, switch it off in that invoice’s Payments panel.
Not using OneSuite yet? Start your free trial →
FAQs
Can I connect QuickBooks and Xero at the same time?
No. A business can use only one accounting integration at a time. Disconnect the one you have before you connect the other.
Why didn’t my invoice copy to QuickBooks?
Check two things first: the Accounting page for an expired-connection banner, and your Currency validation setting, which can block an invoice whose currency doesn’t match. Then use Copy to QuickBooks from the invoice’s row menu.
Does OneSuite need my QuickBooks or Xero password?
No. You sign in on Intuit’s or Xero’s own site, so OneSuite never sees your password.
What happens to my settings if I disconnect QuickBooks?
Syncing stops and your sync settings reset to their defaults. Your item and project mappings are kept and come back when you reconnect the same QuickBooks company.
Which payment gateways does OneSuite support?
OneSuite supports Stripe, PayPal, Quickpay, Razorpay, HitPay and CHIP. Each one connects with keys from your gateway account on the Payment Methods page.
Can I just record payments by hand instead of connecting a gateway?
Yes. You can use Record payment on any invoice that isn’t a draft and still has a balance due, and take bank transfers without a gateway. A gateway adds a Pay Now button so clients can pay online as soon as they open the invoice.
What to do next
Set up your first gateway: Follow the quick version in Adding Your Payment Methods.
Record the money that arrives: Log full and partial payments with How to Record Invoice Payments.
See every integration: Browse the full catalogue in Integrations Overview.