QuickBooks Setup Wizard

IntegrationsUpdated October 2, 2026 · Reviewed by Peasy Team

The Setup Wizard gets a new QuickBooks connection ready to sync. It opens automatically right after you connect. It walks you through three steps: bringing in your QuickBooks customers, bringing in your vendors, and matching your categories to QuickBooks accounts.

How to Get There

Connect QuickBooks from Configure (gear icon) > Integrations > QuickBooks. The wizard opens on its own once the connection succeeds. After you finish or close it, it doesn't open again. Everything it sets up can be changed later on the QuickBooks settings page.

Step 1: Customers

On the Review record matches screen, Peasy lists your QuickBooks customers and shows how many it will link to an existing Peasy customer and how many it will import as new ones. Any that it leaves out are counted as skipped.

  • Click Start Sync to link and import them. The button shows how many records it will bring in, and reads Importing... while it works. When the import finishes, the next step shows how many were created and linked. If there's nothing to import, the button reads Continue.
  • Click Skip Customers to move on without importing.

This step only brings QuickBooks customers into Peasy. It never sends Peasy-only customers to QuickBooks. You choose sync directions later, in the QuickBooks settings.

Step 2: Vendors

This works the same way for vendors. Click Start Sync to link and import your QuickBooks vendors, or Skip Vendors to move on.

Step 3: Categories

On Map category accounts, match each Peasy category to a QuickBooks account from your chart of accounts. Peasy uses these accounts when it creates invoices, bills, and items in QuickBooks.

  • Peasy suggests accounts. Select the ones you want and click Apply N & continue, where N is how many you selected.
  • If you don't have categories yet, click Import from QB to create them from your QuickBooks accounts.
  • You don't have to map everything now. Click Continue or Skip for now to finish setup. Peasy asks for a missing account later, when a sync needs it.

Auto-Sync Options

Finishing the wizard turns on Auto-sync new customers and Auto-sync new vendors wherever your sync direction allows sending records to QuickBooks. You can turn either one off in the QuickBooks settings.

  • Auto-sync new customers: with an active QuickBooks connection and a customer direction that allows outbound sync, Peasy tries to create or link each new active customer in QuickBooks.
  • Auto-sync new vendors: the same, for vendors.

If QuickBooks already has an active contact with that exact name, Peasy links to it rather than creating a duplicate. If the closest QuickBooks name differs only by a business suffix, punctuation, or spacing — Acme Corp against Acme Inc — Peasy holds the record back instead of guessing, tells you in the QuickBooks activity log, and waits for you to link it by hand. See QuickBooks Sync.

If automatic customer sync does not complete or QuickBooks rejects the customer, link or create it during invoice sync or from the customer's QuickBooks controls.

For invoices, choose Sync to QuickBooks when sending the invoice. In QuickBooks settings > Invoices, choose a direction that allows export: Two-way sync or Export only.

Accounting Settings

After the wizard, the QuickBooks settings page also includes an Accounting section where you can configure additional options:

  • Category Mapping — Click Configure to open Categories and set the Income Account and Expense Account defaults your categories need. Account selections save automatically.

  • Custom product item — The QuickBooks Service item used for custom or miscellaneous invoice line items. Peasy reuses an existing QuickBooks item named Custom Product when there is one, and creates it only after QuickBooks confirms there isn't. If QuickBooks can't be reached, or the existing Custom Product item is inactive or exists more than once, Peasy tells you and creates nothing — fix it in QuickBooks, then save again.

  • Invoice discounts and shipping fees — Peasy uses QuickBooks' native invoice Discount and Shipping fee options. If a sync is blocked, turn on the option in QuickBooks and refresh QuickBooks preferences in Peasy.

Good to Know

  • Closing the wizard, or choosing I'll set this up later, ends setup. The wizard won't reopen, so finish anything you skipped from the QuickBooks settings page.
  • You can change sync directions and account mappings at any time in the QuickBooks settings.
  • Bulk sync shows a progress bar and handles duplicates automatically.
  • QuickBooks invoice sync happens at the invoice level. If one order has multiple invoices, sync the specific invoice instead of the whole order.
  • When a QuickBooks record matches a Peasy record by name, the wizard links the two instead of creating a duplicate.

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