Integrating QuickBooks Online (QBO) with MediaOS allows you to streamline your accounting operations with a seamless two-way sync. By linking the two systems, you can eliminate double entry, improve reporting accuracy, and manage your invoicing and payments faster than ever before.
Setting Up QuickBooks Online Integration #
Before connecting MediaOS to QuickBooks Online, make sure that your Payments and Invoices screens inside MediaOS are completely empty. If existing accounting data is present during setup, the system may attempt to sync duplicate records between MediaOS and QuickBooks, creating confusion. If you are unsure whether your account is ready, please reach out to the MediaOS Support Team for assistance before proceeding.
To integrate QuickBooks Online with MediaOS, start by clicking your Account icon at the bottom of the left-hand menu. Navigate to Integrations and scroll down until you see the QuickBooks integration option. Click Configure, then enter your QuickBooks Username and Password to finalize the connection.
Tip: Always log into QuickBooks as a Master Administrator during the integration process to avoid permission-related errors.
Once you complete the connection, MediaOS and QuickBooks Online will be linked, allowing for smooth two-way data syncing moving forward.
What to Avoid When Integrating #
Because the integration operates in real-time, it is important to avoid having multiple users working on the same customer account at the same time in both MediaOS and QuickBooks. If this happens, QuickBooks may detect it as an attempted attack, resulting in a locked invoice and temporary shutdown of the sync process for approximately 20 minutes.
After Integrating QuickBooks Online #
Once your integration is complete, QuickBooks Online will prompt you to map your MediaOS products to corresponding items inside QuickBooks. To do this, click on Products in the left-hand navigation menu inside MediaOS.
Add each product by clicking + Product, or if your products already exist, click Manage and then Edit to map them. Mapping ensures that when a product is pushed from MediaOS to QuickBooks, QuickBooks knows exactly how to categorize it.
Tip: Every product must be mapped both in MediaOS and inside QuickBooks. Proper mapping prevents sync errors and keeps your accounting clean.
Common QuickBooks Online Integration Settings #
You can further tailor your QuickBooks Online integration by adjusting several important settings within MediaOS. To access these configuration options, click on your Account icon at the bottom of the left-hand menu, then navigate to System Settings and select General Settings. In the Search Bar, type "QuickBooks" to quickly locate the relevant settings panel.
One key setting is Assign Invoice ID as QBO Doc Number, which ensures that MediaOS invoice numbers are carried over directly into QuickBooks. This allows for consistent and traceable record-keeping between both platforms. Another option, Manual Push Disabled Two-Way Sync, disables automatic syncing between the two systems. When enabled, invoices must be manually sent from MediaOS to QuickBooks. This setting is generally not recommended unless your team has a specific operational reason for controlling the sync process manually. If that’s the case, we recommend reaching out to the MediaOS Support Team for guidance.
Finally, the Number Prefix setting allows you to assign a prefix to invoice numbers when they are transferred to QuickBooks. This helps prevent duplication issues by differentiating invoices sent from MediaOS. Many teams use prefixes such as MediaOS- or 00- to clearly distinguish these entries. For example, instead of appearing as invoice #136, it would show as MediaOS-136 once synced.
