📝 Overview

This integration connects your DaySmart Vet inventory, clients, and billing to QuickBooks Online. Inventory items and clients sync automatically, each tagged with their DaySmart Vet ID for easy identification, and existing QuickBooks clients are matched by name and email to avoid duplicates. Billing transactions — including invoices, payments, and credits — sync every hour, so you never have to enter them manually in QuickBooks.

⚠️ Please Note: We will not sync the whole inventory and client list to clinic's QB. We actually sync client and inventory based on the invoice created after enabling the integration. If you decide to turn on the this integration, you will need to turn off the integration to your bank account. Not doing so will result in duplication of revenue data.

✅ Enabling the Integration

The first step is enabling the QuickBooks integration from your settings.

⚠️ You will need an established QuickBooks account before you proceed to enable the integration.

How to Enable QuickBooks Integration

Click on Settings > Integrations
Search for the QuickBooks Online Integration and click on the plus icon
In the form that appears, click on the Connect to QuickBooks button
Enter your QuickBooks Online credentials to grant DaySmart Vet permission to update your QuickBooks Online account with data from your DaySmart Vet account

🔧 How to Configure the Integration

After the integration is enabled, you will need to configure your account to ensure it syncs properly.

After enabling the integration, you will need to configure the integration by setting two default values - an income account, and a services account. The add-on is configured by clicking on the edit icon next to the QuickBooks Online Integration line item.

The Income Account field is the default account that we will use when we create inventory items in your QuickBooks account. The values for this field are pulled from your chart of accounts. All items that have a category type of "income" and a detail type of "sale of product income" will be available in the list when configuring the integration in your DaySmart Vet account.

The Services Account field is the default account that we use as a catchall for things like taxes, write-offs, late fees and historical credits. We'll display these as line items in imported invoices using the service account you select. The values for this field are pulled from your products and services list in QuickBooks. All items that have a type of "services" will be available in the list when configuring the integration in your DaySmart Vet account.

🎥 Video Tutorial on Configuring

🛜 Quickbooks to DaySmart Vet Connection issues

If your clinic experiences syncing issues with the QuickBooks integration—such as errors related to an incorrect or invalid refresh token—you can now Reconnect / Reauthorize the connection without disabling the integration or changing your enabled date. This option refreshes the connection securely and helps resolve common authorization issues while preserving all historical data.

When to Use Reconnect / Reauthorize

Use the Reconnect / Reauthorize option if you encounter:

Sync failures or delays
Authorization or token-related errors (for example, incorrect or invalid refresh token)
Intermittent connection issues with QuickBooks

This option is recommended before disabling and re-enabling the integration

How to Reconnect / Reauthorize QuickBooks

Navigate to your QuickBooks Integration settings.
Select Reconnect / Reauthorize.
Follow the prompts to sign in to QuickBooks and confirm access.
Once completed, the connection will refresh automatically.

After reauthorization, syncing should resume without any changes to past data

Important Notes

Reconnecting does not reset your integration settings.
No historical transactions or records are modified.
This action is safe to perform whenever a connection issue occurs.

💡If your clinic receives an email requesting that you reconnect or reauthorize the QuickBooks integration, you can do so directly using the Reconnect / Reauthorize option. The email now includes updated guidance letting you know that:

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Will all of my existing inventory and clients sync to QuickBooks when I enable the integration?

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No. Inventory items and clients are not bulk-synced when the integration is first enabled. Syncing occurs based on invoices created after the integration is turned on.

Do I need to disconnect my bank account when enabling this integration?

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Yes. If your QuickBooks account is connected to a bank account, you must disconnect it before enabling this integration. Leaving both connections active will result in duplication of revenue data.

Will reconnecting or reauthorizing affect my historical data or integration settings?

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No. The Reconnect / Reauthorize option only refreshes the connection between your accounts. It does not reset integration settings, modify historical transactions, or alter any previously synced records.