QuickBooks API
An API (Application Programming Interface) is a standardized way for one software application to talk with another. The API connection between Maintenance Companion and QuickBooks allows the two systems to securely share information eliminating the need to enter data twice.
By linking the applications, property and customer details created in Maintenance Companion are automatically sent to QuickBooks.
When invoices are generated from work orders, the invoice data can flow directly into QuickBooks, so your invoices are prepared and ready to send with no extra steps.
This connection follows a secure, defined set of rules that ensures both systems stay accurate and aligned. As a user:
- You only need to enter information once.
- Your data stays consistent across both applications.
- You save time and reduce the chance of errors.
To connect the applications, there is an authorization process to grant access.
1. Connecting to QuickBooks
To link Maintenance Companion to your QuickBooks account:
- Navigate to Admin > Company Settings.
- Click on the Sync with QuickBooks button at the top right.
- A summary and sync page will be displayed with your current connection status.
- Click the Connect button.
- You will be redirected to the official QuickBooks login page, hosted and operated by Intuit.
- Once you have signed in, QuickBooks will ask you to confirm that you are happy to grant Maintenance Companion access to your account. After you approve, you can continue in Maintenance Companion, and your connection will be active.
2. Synchronizing Your QuickBooks Data with Maintenance Companion
Maintenance Companion links your QuickBooks data to three key areas:
QuickBooks | Maintenance Companion |
Customers | Properties |
Items | Products & Services |
Employees | Team Members |
How the Linking Process Works
When you set up your company in Maintenance Companion, you can connect your existing QuickBooks data rather than entering it again from scratch. All three areas above follow the same process.For each area, Maintenance Companion retrieves your QuickBooks records and displays the full list, so you can see everything that is available. For each record, you then choose one of the following actions:
- Import — creates a new record in Maintenance Companion using the QuickBooks data.
- Link — connects the QuickBooks record to an existing record you have already created in Maintenance Companion.
- Refresh from QuickBooks — where a link already exists, this updates the Maintenance Companion record with the latest version from QuickBooks.
- Exclude — marks the record as not relevant, so it is ignored during synchronisation. This is useful for QuickBooks records that do not apply to your Maintenance Companion setup.
Sync Customers / Items / Employees
Select one of the Sync buttons on the QuickBooks page to bring up details for synchronization.
Initially you will need to select the Refresh button to get the lasts data from QuickBooks.This can be repeated at any time and the page will remember any previous actions.The right hand panel is for reference to help with any linking. It shows unlinked entries in Maintenance Companion.
This process is primarily completed during your initial company setup. However, you can return to the linking pages at any time — for example, if you add new Customers, Items, or Employees in QuickBooks after your initial setup.
After the Sync Process
Once you have Imported / Linked and Updated Customers and Items from QuickBooks, review the Properties and Products and Services in Maintenance Companion.
- Properties — review the new properties to check the addresses and other details are complete.
Before the first billing cycle the Billing Category should be set. - Products / Services – review the invoice method for the services. If a Unit Price existed in QuickBooks, it will be marked as Fixed Price else the entry will be marked as Hourly / Subcontractor.
The tax codes also need to be set for each product / service before an invoice can be created. There is a bulk update option to set the values.