Integrations and QuickBooks

How to connect your own accounts on the Integrations page, manage a connection, tag it with a brand, and connect QuickBooks Online and set up how invoices are sent.

Where: web · Who can use it: Integrations: the menu entry needs the Manage Users permission, but the page itself says only Owner or Director roles can manage integrations. Accounting (QuickBooks): owners and directors connect and disconnect; changing settings and mappings needs the accounting permission, which an owner or director can give to one person.

Screens may differ slightly from what you see.

What it is for

Integrations (Admin > Integrations) is where your company connects its own accounts to IBIOS. The page says credentials are encrypted per company and never shown again after saving.
Accounting (QuickBooks) (Admin > Accounting (QuickBooks)) connects your QuickBooks Online company so IBIOS can send invoices and payments to it.

Who can use it

Integrations: the menu entry is shown to people with the Manage Users permission. If the server refuses you, the page shows "Only Owner or Director roles can manage integrations."
Accounting (QuickBooks) menu entry: owners and directors.
Connect, reconnect, disconnect and "Mark done": owner or director. Anyone else sees "Only an owner or director can connect or disconnect QuickBooks."
Settings, mappings, product links and retry: the accounting permission, "Change QuickBooks settings, mappings and retries". It is for owners and directors, and can be given to one person on the Permissions screen. Connecting stays with owners and directors.

How to use it

Connect an account on Integrations

Open Integrations.
Cards are grouped by category: E-Commerce Platforms, Marketplaces, Accounting, Calendar & Bookings, Payments, Communications, Social, Telephony and Knowledge Sources. Only categories that have cards show.
Each card shows how it signs in (OAuth or API key). A card may show Beta or Coming soon.
Select Setup guide & connect on an available card. This opens the connector's own page.
On that page read What this connection does and the Step-by-step setup. Then use Your connection to connect.
For an API key connector, the form asks for the fields the connector lists. Secret fields are password boxes. For an OAuth connector you are sent to the other service to approve. The page says IBIOS never sees your password there.

A card shows "🔒 Upgrade to connect" when your plan does not include it, and "Not yet available" when it cannot be connected yet. If your plan has a limit, the page shows how many integrations are connected out of that limit.

Manage or disconnect a connection

Find the connection in the Connected list. It shows a status (connected, error or other), and masked credentials.
Use the Brand menu to tag it to one brand, or choose "No brand". On a connector page the choices are "Tenant-wide (all brands)" or a brand.
Select Manage to open the connector page. There you can use the capability switches for what the connection does.
Select Disconnect to remove it. The warning says stored credentials will be destroyed.

The connector page can also show an API keys card for that connection (people, brands, expiry and allowed IPs). Its exact controls are not described here.

For the GoHighLevel connector, see Connect GoHighLevel.

Connect QuickBooks

Open Accounting (QuickBooks).
If the page says "QuickBooks isn't set up on this server yet. Ask your IBIOS administrator.", stop. It cannot be connected until that is done.
Select Connect QuickBooks. You are sent to QuickBooks to sign in. When you return, the page shows "QuickBooks is connected." only when the server agrees.
If the page shows "Reconnect needed", an owner or director must select Reconnect QuickBooks. Nothing is sent to QuickBooks until then.
Disconnect stops IBIOS sending records. The warning says records already in QuickBooks stay there.

If your company is connected to a different accounting package, the page asks you to disconnect it before connecting QuickBooks.

After connecting

Use Send invoices to QuickBooks to switch invoice sending on or off. It is off by default.
Use Needs attention to see anything waiting for a person: blocked, failed or needing review. Try again re-queues a send. Mark done closes a manual task (owner or director, with a note).
In the mapping section, choose Invoice detail: One line (like your accountant does), One line per category, Every quote line, or Itemised by product.
Map What each kind of sale is in QuickBooks, Write-offs and refunds and VAT codes. Each change saves on its own. A mapping that points at something removed in QuickBooks is shown as broken.
Brands can have their own invoice detail and line description. "Same as company" means no brand-specific setting.

Tips

Check the connection date and "Sign in again by" regularly. It turns amber when it is within 14 days.
Tag a connection to a brand if it belongs to one brand only.
Do not paste a key into any message. Type it only on the connector page.

Things to know

The Integrations list is built from a catalogue, so the available connectors can change.
QuickBooks pickers read live from your connected QuickBooks company.
Nothing on the QuickBooks page changes QuickBooks by itself, according to the page notes.
One QuickBooks company serves every brand. Brands are kept apart inside it.

Common questions

Who can connect QuickBooks in IBIOS?

Owners and directors connect and disconnect. Changing settings, mappings and retries needs the accounting permission, which an owner or director can give to one person on the Permissions screen.

Are my integration credentials shown again after saving?

No. The Integrations page says credentials are encrypted per company and never shown again after saving. Each card shows how it signs in, with OAuth or an API key, and some cards may show Beta or Coming soon.