📦 Available on: Premium, Enterprise

QuickBooks Online · Sage · Xero

Streamline Your Financial Workflows with Tracktile

We're excited to offer accounting integrations with QuickBooks Online, Sage, and Xero — designed to eliminate double data entry and keep your financial records perfectly synchronized.

What's Included

All three integrations support the same core capabilities:

• Customer & Supplier Sync — Keep your contacts synchronized between both systems
• Tax Rate Import — Import and map your tax codes to Tracktile
• Default Account Configuration — Set up expense and income accounts for accurate categorization
• Purchase Orders → Bills — Sync your Tracktile POs as Bills
• Shipments → Invoices — Sync your Tracktile Shipments as Invoices

Getting Started

Permissions

Control who can access the accounting integrations with these permission settings:

Navigate to Facility Settings → Permissions → Integrations to manage these settings.

Connect Your Accounting Software

1. Navigate to Settings → Integrations
2. Find QuickBooks Online, Sage, or Xero and click Connect
3. Sign in to your account and authorize Tracktile
4. Once connected, you'll see a confirmation and the configuration options

📸 Example shown: QuickBooks Online. The connection flow is the same for Sage and Xero.

Setting Up Your Integration

Sync Customers & Suppliers

Keep your contact records in sync between Tracktile and your accounting software. The sync process intelligently matches existing records to avoid duplicates.

How Matching Works:

• Tracktile matches billing contacts by name and email address
• If a match is found, records are linked automatically
• If no match exists, a new profile is created in Tracktile with details from your accounting software

📸 Example shown: QuickBooks Online.

To Sync Customers:

1. Go to Integrations → [QuickBooks / Sage / Xero] → Data Transfer
2. Click Sync Customers
3. Matched or imported customers will display a "Synced" badge

To Sync Suppliers:

1. Go to Integrations → [QuickBooks / Sage / Xero] → Data Transfer
2. Click Sync Suppliers
3. Matched or imported suppliers will display a "Synced" badge

📸 Example shown: QuickBooks Online.

Allow Updates Option:

• ON — Changes made in your accounting software (company name, contact info, addresses) will update your Tracktile records during sync
• OFF — Only new contacts are imported or synced; existing linked contacts remain unchanged

What Syncs:

• Company name
• Contact name and email
• Phone number
• Billing and shipping addresses
• Default currency

📸 Example shown: QuickBooks Online.

Import Tax Rates

Import your tax codes to ensure accurate tax calculations on your Invoices.

To Import Tax Rates:

1. Go to Integrations → [QuickBooks / Sage / Xero] → Data Transfer
2. Click Sync Taxes
3. Imported tax rates appear in Facility Settings → Tax Rates with an accounting software badge

📸 Example shown: QuickBooks Online.

Important Notes:

• Your accounting software may not indicate which tax rates are active vs. inactive during sync. If you see tax rates you no longer use, feel free to delete them in Tracktile. We're working on automatic filtering for a future releases.
• Existing Tracktile tax rates with matching names and percentages are automatically linked (no duplicates)
• Special characters in tax names are fully supported

Configure Default Accounts

Set up your default expense and income accounts so Tracktile knows where to categorize transactions.

To Configure Accounts:

1. Go to Integrations → [QuickBooks / Sage / Xero] → Configuration
2. Select your Default Expense Account (used for Bills)
3. Select your Default Income Account (used for Invoices)
4. Click Save

📸 Example shown: QuickBooks Online.

Notes:

• Only active accounts are displayed
• Both accounts must be configured before you can emit Bills or Invoices
• Account settings are shared across all users in your facility
• These are default categories. You can change the category on individual Bills or Invoices directly in your accounting software after syncing.

Sync QB Defaults (QuickBooks only)

In the same Data Transfer tab click Sync QB Defaults. This imports your QuickBooks company preferences into Tracktile, including your default invoice message and numbering settings. This step is required for invoice memo and numbering to work correctly — complete it before emitting any invoices.

Invoice Numbering (QuickBooks only)

QuickBooks controls invoice numbering — Tracktile does not assign invoice numbers. How numbering works depends on your QB settings.

Option A — Use QB's automatic sequence (recommended)

Keep Custom transaction numbers turned off in QuickBooks (Gear → Account and Settings → Sales → Sales form content). QuickBooks will auto-assign invoice numbers in its own sequence. Make sure you have clicked Sync QB Defaults in Tracktile after connecting.

Option B — Use a custom starting number or prefix (e.g. "INV-001" or starting at #5000)

1. In QuickBooks, go to Account and Settings → Sales and turn Custom transaction numbers ON
2. Open any invoice and manually type your desired starting number into the Invoice no. field
3. Save the invoice — QuickBooks will now use this as the new starting point and increment from there
4. Turn Custom transaction numbers back OFF — the field will disappear from the screen, but QuickBooks continues incrementing your sequence in the background
5. In Tracktile, go to Integrations → QuickBooks → Data Transfer and click Sync QB Defaults

⚠️ If the Invoice no. field appears blank on emitted invoices, ensure you have completed the steps above and clicked Sync QB Defaults in Tracktile.

Syncing Transactions

Purchase Orders → Bills

Eliminate double entry by syncing your Tracktile Purchase Orders as Bills.

Prerequisites: Before you can emit a Bill, ensure:

• ✅ Accounting integration is connected
• ✅ Supplier is synced/linked
• ✅ Default Expense Account is configured
• ✅ Purchase Order is saved
• ✅ PO has ordered items
• ✅ Currency matches the supplier's currency in your accounting software

To Create a Bill:

1. Open a Purchase Order
2. Navigate to the Integrations tab
3. Review the bill preview showing:
   • Supplier
   • Line items with descriptions and amounts
   • Additional charges and discounts (if applicable)
   • Category (Expense Account)
4. Click Emit Bill

📸 Example shown: QuickBooks Online.

What Gets Synced:

Note: The Tracktile reference link in the memo is currently available for QuickBooks only.

After Syncing:

• PO displays a "Synced" status badge
• Synced date and user are recorded
• "View Bill" link opens the bill directly in your accounting software

Updating a Bill:

If you make changes to a synced PO:

1. The status changes to "Outdated"
2. Return to the Bills tab
3. Click Update Bill to push the changes

Shipments → Invoices

Streamline your invoicing by syncing Tracktile Shipments as Invoices.

Prerequisites: Before you can emit an Invoice, ensure:

• ✅ Accounting integration is connected
• ✅ Customer is synced/linked
• ✅ Default Income Account is configured
• ✅ Tax rates are synced
• ✅ Shipment is saved
• ✅ Shipment has assigned items
• ✅ Shipment status is not Cancelled
• ✅ Currency matches the customer's currency in your accounting software

To Create an Invoice:

1. Open a Shipment
2. Navigate to the Integrations tab
3. Review the invoice preview showing:
   • Customer
   • Line items with quantities, rates, and amounts
   • Per-item and shipment-level charges/discounts
   • Tax calculations
   • Category (Income Account)
4. Click Emit Invoice

📸 Example shown: QuickBooks Online.

What Gets Synced:

After Syncing:

• Shipment displays a "Synced" status badge
• Synced date and user are recorded
• "View Invoice" link opens the invoice directly in your accounting software

Updating an Invoice:

If you make changes to a synced Shipment:

1. The status changes to "Outdated"
2. Return to the Invoices tab
3. Click Update Invoice to push the changes

Status Badges

Both Purchase Orders and Shipments display sync status badges for quick visibility:

Troubleshooting

"Bills/Invoices tab is disabled"

• Ensure all prerequisites are met (supplier/customer synced, accounts configured, etc.)
• Check that the record is saved
• Verify currency matches

"Supplier/Customer not synced"

• Go to Data Transfer and sync your Customers or Suppliers
• Ensure the contact exists in your accounting software

"Currency mismatch"

• The transaction currency must match the customer/supplier currency in your accounting software
• Update the currency in Tracktile or your accounting software to match

"Tax rates not synced"

• Import tax rates via Data Transfer → Sync Taxes
• Ensure all tax rates used in the transaction are mapped

"Invoice no. is blank or not populating" (QuickBooks)

• Complete the invoice numbering setup in QuickBooks and click Sync QB Defaults in Tracktile — see the Invoice Numbering section above for full steps

"QuickBooks connection shows as unauthorized or syncs fail unexpectedly"

• Your QuickBooks connection token may have expired due to inactivity
• You'll see a reconnection prompt in the app — go to Settings → Integrations → QuickBooks and click Re-authenticate to restore the connection

We Want Your Feedback!

We're actively improving our accounting integrations based on your experience. If you:

• Encounter any issues or unexpected behavior
• Need additional fields synced
• Have suggestions for workflow improvements
• Find edge cases we haven't covered

Please reach out to our support team! Your feedback helps us build the integrations you need.