Connecting QuickBooks Online
Overview
The QuickBooks Online integration pulls your vendors, bills, classes, and customer jobs directly into LienWaiver.pro. Once connected, you can create waiver requests from real bill data instead of typing everything by hand, and map your QBO vendors to subcontractors automatically.
This feature requires an Enterprise plan. If you're on a lower tier, the QBO section of your Settings page will show an upgrade prompt instead of the connection card.
Prerequisites
Before you start:
- You need an active LienWaiver.pro Enterprise subscription.
- You need a QuickBooks Online account with at least one company. QBO Desktop is not supported.
- You need Admin or Accountant access in QBO. Standard user roles may not have permission to authorize third-party apps.
Connecting your account
The connection uses Intuit's standard OAuth flow. Nothing from your QBO account is stored until you complete the sync wizard in the next section.
- Go to Dashboard > Settings.
- Scroll to the QuickBooks Online section and click Connect QuickBooks.
- You'll be redirected to Intuit's authorization page. Log in with your QBO credentials if prompted.
- Select the QBO company you want to connect and click Connect.
- Intuit redirects you back to LienWaiver.pro. You'll land on the sync setup wizard automatically.
If the redirect fails or you see an error after authorizing, refresh the Settings page. The connection is usually recorded even when the redirect misfires.
Choosing your sync scope
The sync wizard runs once after connecting. It has two steps.
Step 1: Select an expense account
Choose the expense account you use to record subcontractor (or "sub") costs, often "Subcontractors" or "Outside Services". LienWaiver.pro uses this to filter bills to the ones relevant for lien waivers. Bills on other accounts won't appear.
Step 2: Choose a time range
Pick how far back to pull bill history:
- Unpaid bills only: pulls only open bills regardless of date. Good for a clean starting point.
- Last 6 months: pulls all bills, paid and unpaid, from the past 6 months.
- Last 12 months: pulls all bills from the past 12 months.
If you're unsure, start with Unpaid bills only. You can re-sync later to pull in more history.
What gets synced
After the wizard completes, LienWaiver.pro imports the following from QBO:
- Vendors: company name, contact details, bill count, and total billed amounts. These become the pool you map to your sub roster.
- Bills: document number, date, due date, amount, remaining balance, line items, and payment status.
- Classes: if you use QBO class tracking, classes are pulled in and available for project mapping.
- Customer jobs: QBO customers and sub-customers (jobs) are pulled in for project mapping.
Bills are read-only in the current version. LienWaiver.pro does not write back to QBO during the initial sync.
After connecting
Once the sync finishes, the QBO connection card on your Settings page shows:
- Your QBO company name and Realm ID
- Last synced timestamp
- Vendor mapping stats: how many QBO vendors are mapped vs. unmapped, with a link to the vendor mapping page
- Project mapping stats: how many customer jobs are mapped, with a link to the project mapping page
Below the card, the sync activity log records each sync event: direction (QBO to LienWaiver.pro or LienWaiver.pro to QBO), which fields changed, status, and timestamp. Use this to confirm syncs completed and to spot any data that didn't come through as expected.
Company profile auto-fill
After connecting, go to Dashboard > Settings > Company Profile. Click Import from QuickBooks to pull your company name, address, phone, and email directly from your QBO company info. This saves you from typing it in manually and keeps your waiver headers consistent with your QBO records.