Operational billing stays in Kato
Create and send the client-facing invoice where account work is managed, while QuickBooks receives the accounting representation needed by the finance workflow.
AppsQuickBooks
[v1.0]Overview
Send invoices from Kato and have them appear in QuickBooks Online as the accounting record, with payments and voids kept in step. Kato stays the source of truth; QuickBooks is where it is booked.
How it works
Connect your QuickBooks company, choose which service item invoice lines post to, and turn on automatic sync. Every invoice you send from Kato is created in QuickBooks against a matching customer, and marking one paid records the payment there too.
Configure
- 01Go to Settings > Integrations and click Connect on QuickBooks.
- 02Authorize Kato in your QuickBooks company.
- 03Choose the service item and income account invoice lines should post to.
- 04Turn on automatic sync — invoices you send from then on appear in QuickBooks.
Last updated Aug 6, 2026
Why connect QuickBooks to Kato
The QuickBooks integration connects Kato's client invoicing workflow to QuickBooks Online accounting. After choosing the company and service item, teams can send invoices from Kato and have the corresponding customers, invoices, payments, and voids represented in the books without delaying client delivery on an accounting sync.
Payments and voids stay connected
Supported payment and void activity follows the invoice into QuickBooks, reducing duplicate entry and making disagreements visible instead of silently overwriting changes.
Accounting does not block delivery
Kato can deliver the invoice to the client even when QuickBooks is delayed, then continue synchronization in the background and report any issue that needs attention.
Ways teams use QuickBooks
Agency invoice sync
Send a completed project or retainer invoice from Kato and create the matching customer and accounting invoice in the connected QuickBooks company.
Payment recording
When a Kato invoice is marked paid through a supported flow, keep the corresponding payment status available to the QuickBooks bookkeeping process.
Reconciliation review
Surface balance disagreements for review when someone changes financial data in QuickBooks instead of automatically replacing legitimate bookkeeping work.
QuickBooks integration questions
Which system is the invoice source of truth?
Kato is the operational source of truth for the client invoice. QuickBooks receives the accounting record and is not used to pull competing invoice edits back into Kato.
Can QuickBooks delays stop an invoice email?
No. Kato's client delivery does not need to wait for an accounting provider. Synchronization can continue afterward and surface a problem if intervention is required.
What must be selected during setup?
Authorize the QuickBooks company, choose the service item and income-account behavior used for invoice lines, and enable the automatic synchronization settings appropriate for the workspace.
How Kato handles connected tools
Kato keeps the original service in charge of its specialist data and permissions. The integration brings the context needed for planning, review, and follow-up into the workspace where your team already manages client and project work. Authorize only the accounts and resources your workspace needs, review access when responsibilities change, and use the provider's own administration tools for detailed configuration.
Before installing any integration, confirm which Kato record should own the relationship and who will review its output. Revisit the connection whenever a client engagement, account owner, or provider permission changes, so the context remains accurate and access stays intentional.
