QuickBooks Online Integration for UK Tradesmen
Connect QuickBooks Online once and your invoices, payments, expenses, customers and suppliers go across on their own, into the accounts you pick in your own QuickBooks company. One way only, so nothing already in your books is touched.
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Sound familiar?
- Typing the same invoice into VioTrade and then again into QuickBooks
- Deposits and stage payments missing from QuickBooks until the invoice is finally settled
- The same customer sitting in two places, spelled two different ways
- Receipts still in the glovebox with the VAT quarter closing in
Invoices
Raised in QuickBooks with your line items and UK VAT
Payments
Each one recorded on its own, part payments included
Expenses
Recorded against the supplier and marked as paid
Customers
Created the first time they appear on a document, or imported from QuickBooks on demand
Suppliers
Added the first time you log a cost against them
Why tradespeople choose VioTrade
Invoices land as you send them
Send an invoice from VioTrade and it appears in QuickBooks Online with the right customer, your line items and your UK VAT. Nothing to re-type at month end.
Part payments go across one by one
A deposit, a stage payment and the final balance are each recorded against the invoice on the day the money lands. Mark an invoice paid in one go and that goes across too.
Your accounts, not our defaults
At setup you choose the income account, the expense account and the bank account from your own chart of accounts, so every entry lands where your bookkeeper expects it.
Expenses recorded against the supplier
Every cost you log in VioTrade, including the ones that started as a purchase order, is recorded against the supplier and marked as paid from the account you chose.
Customers and suppliers stay in step
The first time you invoice a customer, or log a cost against a supplier, the record is created for you. Already have them in QuickBooks? We use the one that is there rather than making a second.
Your own UK VAT codes, checked back to you
Standard, reduced, zero rated, exempt and no VAT are matched to the VAT codes in your own QuickBooks company, and the screen shows you which ones we matched, so a wrong match is caught before a VAT return.
QuickBooks stays the book of record
The sync only runs one way. VioTrade sends work in and never edits or deletes what is already there, so your accountant keeps full control.
How it works
Connect QuickBooks Online
Open Integrations, choose QuickBooks Online and sign in. About a minute. You need to be an admin on the QuickBooks company, or ask whoever looks after your books to do this part.
Tell us where things go
Pick the income account your invoices land in, the expense account for your costs and the bank account your money is paid into. A one-off setting you can change later.
Carry on as normal
Invoice, log expenses and take payments in VioTrade. It all goes across in the background, and you can pause any part of it whenever you want.
Built for UK businesses on QuickBooks Online. Standard rate (20%), reduced rate (5%), zero rated, exempt and no VAT lines are matched to the VAT codes in your own QuickBooks company, on sales and on costs. Works for sole traders, partnerships and Limited companies.
Frequently asked questions
Does this work with QuickBooks Desktop?
No. QuickBooks Desktop runs as a program on your own computer, with nothing online to connect to. The automatic sync needs QuickBooks Online.
Which QuickBooks do I need?
QuickBooks Online. If you sign in to QuickBooks in a web browser or on the QuickBooks app rather than opening a program on your computer, that is the one.
Will it change anything already in my QuickBooks?
No. The sync only ever sends new work from VioTrade in. It does not edit or remove what you or your accountant have already entered.
What happens with deposits and stage payments?
Each payment is recorded against the invoice on its own, as it comes in, so the balance still owing reads the same in QuickBooks as it does in VioTrade.
Can I bring my existing QuickBooks customers into VioTrade?
Yes. Run the customer import once and your QuickBooks customer list comes across. You can run it again later to pick up anyone new, and it tops up rather than duplicating.
I use the VAT domestic reverse charge. Does that come across?
Yes, once your QuickBooks company has its construction reverse charge VAT codes switched on. Those codes are off by default in most companies. Until they are on, VioTrade holds those invoices back and tells you, rather than sending them under the ordinary 20% code and putting VAT in your books that you never charged.
What about CIS deductions?
Where a contractor withholds CIS, we send the payment that actually reached your bank, so your bank balance matches real life. The withheld amount is left for QuickBooks to handle, because QuickBooks has its own CIS feature and a second entry from us would count it twice.
Can I switch parts of it off?
Yes. Invoices and payments, expenses, and customers can each be paused on their own and switched back on later.