---
title: Choose What Syncs With QuickBooks
description: Choose which records sync between MetaFleet and QuickBooks Online, exclude individual records, and turn a kind of record off or back on later.
---
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3. [QuickBooks](https://support.metafleet.ai/integrations?hsLang=en#quickbooks)
# Choose What Syncs With QuickBooks
## Pick which kinds of records MetaFleet and QuickBooks exchange, choose the individual customers, parts and vendors that come along, and change your mind later.
**For:** Owners and admins · **Permission:** Manage account settings · **Time:** ~5 minutes
### Quick summary
1. On **Step 1 of 3 · What should sync?**, switch each kind of record on or off, then click **Continue**.
2. On **Step 2 of 3 · Choose what syncs**, untick any customer, part or vendor you don't want to sync.
3. Click **Save and continue** on each picker. You finish setup on the posting accounts step.
4. Later, change any kind under **What syncs** on the QuickBooks **Settings** tab in **Settings › Integrations**.
### Before you start
- You have connected QuickBooks Online. If not, start with [Connect QuickBooks Online to MetaFleet](https://support.metafleet.ai/connect-quickbooks-online?hsLang=en).
- Your role has the **Manage account settings** permission. Without it, the switches are grayed out and you can only look.
- Nothing moves until you choose. Anything you leave off stays off, and its rows stay out of Posting accounts.
### Step 1: Switch each kind of record on or off
After you connect, setup opens on **Step 1 of 3 · What should sync?** It lists each kind of record, what it is in QuickBooks, and which way it travels. Every kind starts on. **Two way** means changes travel both ways. Use the **Sync it** switch to turn off the ones you don't want.
| Object | Direction | What that means |
| --- | --- | --- |
| Customers | Two way | Changes travel both ways between MetaFleet and QuickBooks. |
| Parts | Two way | Parts match QuickBooks items. Changes travel both ways. |
| Vendors | Two way | Changes travel both ways. |
| Invoices | Push | MetaFleet sends them to QuickBooks. Nothing comes back as a new invoice. |
| Payments | Two way | Payments travel both ways. |
| Purchase Orders | Both | MetaFleet sends them, including in the nightly sync. The balance is pulled back from QuickBooks. |
| Bills & Expenses | Push | MetaFleet sends them to QuickBooks. |
| Chart of Accounts | Pull | Always read from QuickBooks. It shows **Required** instead of a switch. |
The **In QuickBooks** column shows how many customers, items and vendors your QuickBooks company already has, and a short note for the other rows. The line under the table reads **Syncing N of 7 objects** and lists what is off.
Click **Continue**. It stays grayed out while all seven switches are off. Don't click **Cancel** to go back: it disconnects QuickBooks (see [Connect QuickBooks Online to MetaFleet](https://support.metafleet.ai/connect-quickbooks-online?hsLang=en)).
For timing and the full mapping, see [How MetaFleet and QuickBooks Work Together](https://support.metafleet.ai/quickbooks-sync?hsLang=en).
### Step 2: Choose which customers, parts and vendors sync
For each of **Customers**, **Parts** and **Vendors** that you left on, MetaFleet shows a picker titled **Step 2 of 3 · Choose what syncs**. It first says **Loading records from QuickBooks…**, then lists the records.
Everything starts ticked. Untick what you don't want.
1. **Find records.** Use the search box, or the **All**, **In QuickBooks** and **In MetaFleet** filters, which each show a count. The **Lives in** column shows whether a record is in QuickBooks or MetaFleet, and **Reference** shows its email or other reference.
2. **Tick or untick.** Use the boxes, or **Tick all** and **Untick all**.
3. **Narrow parts by category.** The Parts picker has category buttons, including **All categories** and **Ungrouped**.
4. **Check the count.** The footer reads **N will sync · N excluded**.
5. **Save.** Click **Save and continue**. On the last picker the button reads **Save and continue to accounts**.
> **Unticking deletes nothing.** An unticked record goes to the exclude list. It is never synced, in either direction, until you include it again. Records that already synced stay in MetaFleet.
Don't click **Cancel setup** on a picker unless you mean to leave. It asks **Cancel setup and disconnect?**; click **Keep setting up** to stay.
After the pickers, you choose where your money posts. See [Choose Where Your Money Posts in QuickBooks](https://support.metafleet.ai/choose-quickbooks-posting-accounts?hsLang=en).
### Include an excluded record again
1. Go to **Settings › Integrations**, open the **QuickBooks** tab, then its **Sync** tab.
2. Below the rows, click **Show excluded records**. It appears once at least one record is excluded.
3. Filter by kind if you want, then click **Include again** on the record.
Including a record does not sync it right away. It goes with the next sync of that kind. For the link between a MetaFleet customer and a QuickBooks one, see [Link a Customer to QuickBooks](https://support.metafleet.ai/link-a-customer-to-quickbooks?hsLang=en).
### Turn a kind off or back on later
1. Go to **Settings › Integrations**, open the **QuickBooks** tab, then its **Settings** tab.
2. Under **What syncs**, flip the switch for the kind. It saves as you flip it.
3. Read the line that appears under the table. It says which Posting accounts rows come or go and what happens to the records.
What a switch does:
- **Off:** that kind stops syncing everywhere, including nightly sync, **Sync now** and the sends that happen as you work. Its row on the **Sync** tab reads **Off** with a **Turn on in Settings** link.
- **Invoices held by MetaFleet:** on a company that uses Automated Sales Tax, MetaFleet staff can hold invoices back from QuickBooks. The QuickBooks card then shows **Invoices aren't going to QuickBooks**. You can't change this setting yourself. Invoices you send while they're held stay out of QuickBooks, even after MetaFleet turns posting back on.
- **Invoices and Sync now:** **Sync now** never sends invoices that were left out at setup, or billed before your start date. On Automated Sales Tax, it also skips invoices MetaFleet taxed. It tries only invoices you have sent.
- **Parts on a plan without inventory:** if your QuickBooks plan has no inventory items, the Parts row on the **Sync** tab reads **Parts don't sync: this QuickBooks plan has no inventory items.**
- **Sent while off:** invoices, payments, purchase orders and bills made while the kind is off wait. They go to QuickBooks once you turn the kind back on. Nothing is dropped.
- **Two-way kinds:** payments and purchase orders also stop coming back from QuickBooks while off.
- **Posting accounts:** rows for an off kind leave Posting accounts and return when you turn it on.
- **Turning on a kind you never chose records for:** its picker opens first. The save button names the kind, for example **Save and turn on Customers**. The cancel button on that picker leaves the kind off. Until you choose, the Sync tab shows **Not chosen yet**.
Once setup is finished, the **Settings** tab also has a **Customer payments** section. Its **Customers pay through QuickBooks** switch lets invoice emails set to **QuickBooks Pay Link** carry a Pay button that opens QuickBooks' payment page. It stays off until QuickBooks Payments is on in that QuickBooks company, and it isn't offered while invoices are held.
### Troubleshooting
| Symptom | Likely cause | Fix |
| --- | --- | --- |
| The switches are grayed out | Your role lacks Manage account settings. The card says it is view only. | Ask an admin with that permission, or have it added to your role. |
| **Continue** is grayed out | All seven switches are off. | Turn on at least one kind. |
| A switch flips back and an error shows | The change didn't save. | Flip it again. If it keeps failing, contact MetaFleet support. |
| The picker shows an error instead of records | MetaFleet couldn't read the list from QuickBooks. | Click **Try again**. |
| A record you included again isn't in QuickBooks yet | Including doesn't sync right away. | Wait for the next sync of that kind. |
| A kind shows **Off** and its records aren't moving | The kind is switched off. | Click **Turn on in Settings** and flip the switch. |
Other sync problems are covered in [Fix What Needs Attention in QuickBooks](https://support.metafleet.ai/fix-quickbooks-sync-problems?hsLang=en).
### FAQs
**Does unticking a record delete it?**
No. It stays where it is in MetaFleet and in QuickBooks. It just stops syncing until you include it again.
**Can I change my choices after setup?**
Yes. Flip kinds on or off under **What syncs** on the Settings tab, and use **Include again** for single records.
**Why can't I turn off Chart of Accounts?**
MetaFleet always reads it from QuickBooks, so it has no switch.
**What happens to an invoice I send while Invoices is off?**
It waits. When you turn Invoices back on, it goes to QuickBooks, unless MetaFleet is holding invoices (see above).
**Which accounts do the posting rows use?**
Ask your accountant which account to use. Then see [Choose Where Your Money Posts in QuickBooks](https://support.metafleet.ai/choose-quickbooks-posting-accounts?hsLang=en).
### Related articles
- [Connect QuickBooks Online to MetaFleet](https://support.metafleet.ai/connect-quickbooks-online?hsLang=en)
- [Choose Where Your Money Posts in QuickBooks](https://support.metafleet.ai/choose-quickbooks-posting-accounts?hsLang=en)
- [How MetaFleet and QuickBooks Work Together](https://support.metafleet.ai/quickbooks-sync?hsLang=en)
- [Link a Customer to QuickBooks](https://support.metafleet.ai/link-a-customer-to-quickbooks?hsLang=en)
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