> ## Documentation Index
> Fetch the complete documentation index at: https://docs.brightpathaisolutions.com/llms.txt
> Use this file to discover all available pages before exploring further.

# QuickBooks Online

> Connect QuickBooks Online for customers, invoices, expenses, and reports.

The QuickBooks Online (QBO) connector gives DeskMate access to:

* **Customers** — read, create, update
* **Invoices** — read, create, send
* **Expenses and bills** — read
* **Items and accounts** — read
* **Reports** — P\&L, balance sheet, A/R aging

Setup is one-click OAuth — no Intuit developer console work required.

## Prerequisites

* A QuickBooks Online subscription (any tier)
* A user account with **Master Admin** or **Company Admin** role on the QBO company

## Connect

1. In DeskMate, open **Workspace → Connectors**
2. Click **Connect** on the **QuickBooks Online** tile
3. You'll be redirected to Intuit's sign-in
4. Sign in and pick the company (QBO "realm") to grant DeskMate access to
5. Click **Connect**
6. You're redirected back to DeskMate — the tile turns green

<Note>
  QuickBooks calls each company a "realm" and gives it a numeric ID (the **realmId**). DeskMate captures this automatically during OAuth; you don't need to enter it.
</Note>

## Sandbox vs production

DeskMate workspaces are configured against either **QuickBooks Sandbox** (for testing) or **QuickBooks Production**. Your account manager will tell you which one applies. If you're testing in sandbox before your go-live:

* Sandbox companies live at `sandbox.qbo.intuit.com`
* You'll need to create at least one sandbox company at <a href="https://developer.intuit.com/app/developer/sandbox" target="_blank">developer.intuit.com/app/developer/sandbox</a> before connecting

When you go live, your DeskMate workspace gets re-pointed to production and you connect again to your real QBO company.

## Verify it's working

Try this in DeskMate chat:

```
list overdue invoices
```

You should see results within a few seconds.

## The approval rail

Like Xero, all **write** operations against QBO — creating invoices, posting bills, reconciling expenses — go through DeskMate's approval rail. Each proposed write is sent as an Adaptive Card to Teams or Slack and only applied after a human approves.

## Troubleshooting

### "Token expired" within an hour of connecting

QuickBooks access tokens are short-lived (\~1 hour) but DeskMate auto-refreshes using the refresh token. If you see expiry errors persistently, the most common cause is that **the refresh token wasn't saved**. Disconnect and reconnect.

### "company is not in production" / "company is sandbox"

Your DeskMate workspace is configured for the opposite environment from the company you're trying to connect. Email support to swap environments, or use a different QBO company.

### "Invalid realmId" on every call

Means OAuth didn't capture the realmId. This is rare but can happen if you cancel halfway through the consent screen. Disconnect and reconnect, and complete the consent fully.

### Invoices created but PDFs look wrong

PDF generation is Intuit's job, not DeskMate's. Check **Settings → Custom form styles** in QuickBooks Online.

## Disconnecting

In **Workspace → Connectors**, click **Disconnect**. To revoke at the Intuit side, go to **My Apps** at `appcenter.intuit.com/myapps` and disconnect DeskMate.