Connecting QuickBooks
By the end of this article you will have QuickBooks connected, know which companies are syncing, and understand exactly what Even Level pulls from QB and what stays there.
What you will learn
- How to run the QuickBooks OAuth flow (2 minutes)
- How to pick which QB companies sync if you have more than one
- What Even Level pulls, what it writes back, and what stays in QB
Connect QuickBooks
- In Even Level, go to Settings → Integrations.
- Click Connect QuickBooks. Intuit will open in a new tab and ask you to log in.
- Choose the QuickBooks company you want to connect. If you have multiple, start with your primary operating company — you can add the others after.
- Click Connect. Intuit hands you back to Even Level and the sync starts automatically.
- Wait 30–60 seconds for the initial pull. You will see your open invoices appear on the Invoices page as they come in.
Tip: Connect in read-only mode for the first week. Even Level pulls everything it needs in read-only; write-back (recording payments back to QB) is a separate toggle you can flip when you are ready.
Multiple QuickBooks companies
If you run several entities — one QB per location, or separate books per business line — connect each one from the same Settings → Integrations page. Each connection becomes its own "company" inside Even Level. You can filter the Invoices page and reports by company, and you can assign users to a specific company so they only see their own work.
What Even Level pulls
- Open invoices. Anything with a balance greater than zero. Balance, due date, invoice number, customer, line items, billing address.
- Customers. Names, billing addresses, and the parent-customer relationships QB uses for jobs.
- Payments as they happen. After the initial connection, every payment that clears in QB shows up on the matching invoice in Even Level within 6 hours (the sync runs three times a day by default).
What stays in QuickBooks
Even Level is additive, not replacement. QuickBooks stays your book of record:
- The general ledger, chart of accounts, P&L, balance sheet — all QB.
- Historical invoices and payments that cleared before you connected Even Level — those stay in QB and are not pulled in.
- Invoice creation — most customers still create invoices in QB and let them sync. Even Level can also create invoices if you want, and they push to QB.
Common questions
Will connecting Even Level change anything in my QuickBooks data?
No. The initial connection is read-only. Even Level only writes back to QB when you explicitly turn on read-write mode for a specific connection — and even then, it only writes new Payment records against matching invoices. It never deletes, edits, or voids anything in QB.
What about historical payments?
Even Level starts tracking your collection history from the moment you connect. Open invoices sync immediately. Going forward, every payment, email, call, and note is captured. Historical payments that cleared in QuickBooks before you connected stay in QuickBooks — they are not pulled in. Most customers find this works well, since the value of Even Level is the collection activity you do inside it, not historical reporting.
My token keeps expiring. Is something wrong?
QuickBooks refresh tokens rotate every 100 days. If you see a "reconnect" banner, it is Intuit asking you to re-authorize — takes 30 seconds. Even Level emails your admins before the token expires so it does not sneak up on you.
Can I disconnect a QB company later?
Yes. Settings → Integrations → click the company → Disconnect. You get a choice of keeping the historical invoices (recommended) or deleting them.
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