Connecting QuickBooks Online (QBO) to MediaOS allows you to streamline your accounting workflows and automate important processes like invoicing and payment tracking. Setting up this integration properly ensures data syncs smoothly between the two systems, helping you maintain cleaner records and save time.
Note: MediaOS only integrates with QuickBooks Online. QuickBooks Desktop is not supported.
Before Integrating #
Before you connect your accounts, it is critical to ensure that there is no existing data in the Payments or Invoices sections of your MediaOS account. If any invoices or payments are present during the initial integration, it can create duplication or conflicts when syncing with QuickBooks.
To clear this data, navigate to Invoices from the top navigation bar. Click the Checkbox above the list of invoices to select all entries, then click Batch Action and choose Delete from the dropdown menu. Confirm your selection by clicking Delete in the popup window. Once your Invoices screen is empty, repeat this same process under the Payments section to ensure both screens are clear.
Warning: If you are unsure how to clear your invoices and payments, or need assistance, please reach out to the MediaOS Support Team before proceeding.
Also, make sure the QuickBooks account you intend to connect is a Master/Admin Account. Ideally, this should be the account used to originally create your QuickBooks Online subscription. Connecting with a master account avoids security and permission errors during the sync process.
How to Connect Your MediaOS Account to QuickBooks Online #
Start by clicking your Profile Picture located at the bottom-left corner of your MediaOS dashboard. From the menu that appears, select Integrations, then locate QuickBooks from the list and click Integrate.
Next, click Connect to QuickBooks. This action will prompt you to log into your QuickBooks Online account. After logging in, you will be asked to select your Company from a dropdown menu. Choose the appropriate company and click Next to continue through the initial setup.
You will now see several configuration options:
The Sync Mode toggle allows you to create a one-way sync with QuickBooks Online if preferred. Enabling this setting means that data from MediaOS will only push into QuickBooks manually, rather than syncing automatically in both directions. This option is useful if you intend to handle payments only inside QuickBooks and primarily use MediaOS for account management without syncing financials in both directions.
Note: By default, MediaOS and QuickBooks Online operate on a two-way sync, where data flows automatically between systems. Turning on Sync Mode disables this two-way communication.
The next fields are Default Classes, Default Types, and Default Tax Codes. During your initial setup, it is best to leave Default Classes and Default Tax Codes blank. For Default Types, it is common to assign a general item, such as Sales, so that all MediaOS products will map as sales in QuickBooks. You can always return later to update these defaults once your system is live.
After reviewing your selections, click Save Defaults at the bottom-right corner. Your MediaOS and QuickBooks Online accounts are now officially connected and ready for syncing.
