Integrating QuickBooks Online (QBO) with MediaOS allows for seamless, two-way syncing between your accounting system and your MediaOS platform. With the right setup, your team can streamline financial operations, automate invoice syncing, and manage payments with confidence- all from one place.
Overview #
Integrating QuickBooks Online (QBO) with MediaOS allows your team to automate accounting processes, reduce manual entry, and manage payments and invoicing with ease. With a proper setup, your data can sync reliably between both systems, giving you real-time financial accuracy and cleaner records without duplicated work.
Note: MediaOS currently supports integration only with QuickBooks Online. QuickBooks Desktop is not supported.
Before You Integrate #
Before connecting your QuickBooks Online account, it is important to ensure that your MediaOS account does not contain any existing invoice or payment data. If there are records in the Invoices or Payments sections, it can trigger errors or cause conflicts during the sync process between the two systems. To clear your data, navigate to the Invoices tab, use the checkbox above the invoice list to select all entries, then choose Batch Action > Delete and confirm the deletion. After clearing the invoices, repeat the same process in the Payments section to ensure both areas are fully cleared before proceeding with the QuickBooks Online connection.
Warning: If you are unsure whether your MediaOS account is clean, please reach out to our support team for assistance before proceeding.
Also, ensure that the QuickBooks account you are connecting is a master/admin account, ideally the same one used to create the QBO account. This prevents permissions issues during integration.
What to Avoid When Integrating #
Because the integration operates in real time, it’s critical that no two users make changes to the same customer account in both MediaOS and QuickBooks simultaneously. Doing so may trigger QuickBooks to flag the activity as suspicious, which can temporarily lock invoices and halt syncing for up to 20 minutes.
To ensure uninterrupted syncing, assign responsibilities clearly and avoid simultaneous edits in both systems.
Common Quickbook Integration Settings #
After your MediaOS and QuickBooks Online accounts are connected, you can fine-tune several integration settings to better align with your team’s workflow. To access these preferences, navigate to System Settings > General Settings and use the search bar to type “QuickBooks.” This will surface all relevant configuration options available for the integration.
One commonly used setting is Assign Invoice ID as QBO Doc Number, which ensures that invoice numbers from MediaOS are carried directly into QuickBooks as document numbers. This helps maintain a consistent audit trail and improves traceability across both platforms. Another option is Manual Push - Disabled Two-Way Sync, which disables the default automatic syncing between systems. When this setting is enabled, invoices must be manually pushed from MediaOS into QuickBooks. This mode is ideal for teams with specialized accounting procedures who prefer greater control over when and how financial data is transferred. However, because it overrides the seamless sync, it should only be used with clear operational intent and support guidance if needed.
The Number Prefix setting allows you to add a custom prefix to invoice numbers generated in MediaOS before they are sent to QuickBooks. This is particularly useful for avoiding duplication conflicts and makes it easier to identify which invoices originated from MediaOS. For example, instead of sending invoice #136, the system might send it as MediaOS-136, depending on your chosen prefix. Many teams use letter-based prefixes such as “MOS-” or “MediaOS-” to clearly distinguish synced entries.
Tip: Prefixes should begin with letters, not numbers, to avoid collision with QuickBooks’ existing numbering formats.
How to Connect Your Quickbooks Online #
To start the integration, click your profile avatar in the bottom-left corner of your screen and go to Integrations. Find the QuickBooks integration section and click Integrate or Configure, then select Connect to QuickBooks.
You’ll be prompted to log into your QuickBooks Online account. After logging in, select your company from the dropdown menu and click Next to initiate the connection process.
Once connected, QuickBooks will ask for some basic mapping information. Assign default values for Classes, Types, and Tax Codes—though most of these can be left blank during the initial setup. Finish by clicking Save Defaults to complete the connection.
Tip: Avoid working in the same account simultaneously in both MediaOS and QuickBooks. Doing so can trigger QuickBooks to lock the invoice and temporarily block the integration for about 20 minutes.
Mapping Products to QuickBooks #
After connecting, you’ll need to map your MediaOS products to corresponding QuickBooks items. To do this, go to Products in the left-hand navigation menu. Click + Product to add new products, or click Manage > Edit on existing products to assign mappings.
Every product in MediaOS must be mapped to a QuickBooks item. This ensures that when invoices sync, the correct product appears in QuickBooks.
Note: Invoices created before product mapping is complete cannot be sent to QuickBooks. Make sure all mapping is finalized first.
Custom Integration Settings #
You can manage QuickBooks integration preferences by going to System Settings > General Settings and using the search bar to find "QuickBooks." From there, you’ll have access to several key options. The Assign Invoice ID as QBO Doc Number setting ensures your MediaOS invoice number is used as the document number within QuickBooks, helping with consistency and tracking. If you prefer to disable the automatic two-way sync, you can activate the Manual Push - Disabled Two Way Sync setting, which allows you to push invoices manually from MediaOS to QuickBooks while preventing any data from syncing back into MediaOS. Lastly, the Number Prefix option lets you add a custom prefix to MediaOS-generated invoice numbers to prevent duplication in QuickBooks. For example, using a prefix like "MediaOS-" will help avoid conflicts with existing numbers in QBO. It’s recommended to use letters rather than numbers to minimize the risk of collisions.
Using One-Way Push Instead of Two-Way Sync #
While MediaOS is designed for two-way syncing, you may choose to enable a one-way push if you prefer to manually send invoices to QuickBooks without syncing data back from QBO to MediaOS.
To enable this, go to System Settings > General Settings, search for "Manual Push - Disabled Two Way Sync," and activate it.
To send invoices manually: Go to Accounting in the left-hand navigation menu. Select the invoices you wish to sync by checking the boxes. Click Batch Actions > Send to QuickBooks and confirm the action when prompted.
To verify syncing, enable the External Number column from the Invoices window using the Visible Columns menu. If a value appears, the invoice synced successfully.
Preventing Sync Failures: Set a Number Prefix #
QuickBooks can reject invoice syncing if it detects a duplicate invoice number. To avoid this, set a Number Prefix for all MediaOS-generated invoices
To configure: Click your profile avatar. Go to System Settings > General Settings. Search "QuickBooks" and find the Number Prefix field. Enter a word or letter-based prefix (e.g., "MOS-"). Avoid numbers.
All future invoices will include this prefix and reduce the risk of collisions.
Switching QuickBooks Online Accounts #
While not recommended, switching QBO accounts may be necessary in some situations. MediaOS provides a guided process to help you make this transition smoothly.
First, contact our support team at support@mediaos.com to schedule a walkthrough. Before disconnecting your current QuickBooks account, you must export all invoice and payment data from MediaOS, as this data will be deleted during the switch.
Your new QBO account must be fully prepared—with accounts, invoices, payments, and QuickBooks Items imported—before reconnecting.
Once you're ready, our team will sever the existing connection and confirm the removal of all accounting data from MediaOS. After confirmation, you can connect the new QuickBooks account using the steps above.
Tip: After switching, don’t forget to re-map your products and accounts to your new QuickBooks setup to resume syncing properly.
