For: Account owners and admins · Permission: Manage account settings · Time: ~5 minutes
Quick summary
- Open Settings › Integrations, then the QuickBooks tab.
- Click Disconnect and confirm. Syncing stops and nothing is deleted.
- To start again, click Connect to QuickBooks and pick the same company.
- For a brand, open Settings › Company Profile, then the Brands tab. Use Connect only if the brand needs its own QuickBooks company.
Before you start
- You need permission to manage account settings. Without it, the brand buttons show a lock and you need to ask an owner.
- No QuickBooks tab? Contact MetaFleet support to turn QuickBooks on for your account.
- To connect for the first time, see Connect QuickBooks Online to MetaFleet.
Disconnect QuickBooks
- Go to Settings › Integrations and open the QuickBooks tab.
- At the top of the card, click Disconnect.
- Read the dialog. It says: "This will stop all automatic syncing between MetaFleet and QuickBooks. Your existing data in both systems will not be deleted." It then names the only company you can reconnect to. A note below it says MetaFleet also forgets this company's sales-tax setting and reads it again from QuickBooks when you reconnect.
- Click Disconnect to confirm, or Cancel to leave everything as it is.
During your first setup, before anything has synced, the dialog is titled Cancel setup and disconnect? The buttons are Keep setting up and Cancel setup and disconnect. Nothing has gone to QuickBooks at that point, and what you chose so far is kept.
What MetaFleet keeps and forgets
| Item | After you disconnect |
|---|---|
| Orders, invoices, customers and records in MetaFleet | Kept. Nothing is deleted. |
| Anything already in QuickBooks | Kept. Nothing is deleted. |
| Your choices on the Settings tab (what syncs, posting accounts) | Kept. |
| The company's sales-tax setting | Forgotten. MetaFleet reads it again when you reconnect. |
| Automatic syncing | Stopped until you connect again. |
Reconnect to the same company
- On the QuickBooks tab, click Connect to QuickBooks.
- Sign in to QuickBooks and pick the same company you had before.
- Back in MetaFleet, wait while it reads the company's sales-tax setting.
While you're disconnected, the card names the company and says Reconnects to this company only. MetaFleet recognizes the company, so your choices and your account and item mappings are still there. Links you made to QuickBooks customers still count too.
Why you can't switch to a different company
Once your account setup is finished, your connection is tied to that QuickBooks company. Your invoices, payments and bills in MetaFleet point at its records, so MetaFleet reconnects to that company only.
If you sign in to another company, MetaFleet refuses it and shows QuickBooks wasn't connected. The message names the right company. Nothing from the other company is kept. Click Connect to QuickBooks again and choose the named company at Intuit.
If you left your first setup before finishing it, you can pick any company. That company starts clean, so check Choose Where Your Money Posts in QuickBooks and Link a Customer to QuickBooks.
When QuickBooks stops trusting the connection
QuickBooks access has to be renewed from time to time. MetaFleet renews it automatically. If QuickBooks refuses a renewal, MetaFleet marks the connection as disconnected. Click Connect to QuickBooks and sign in again. Your choices are kept, as with any disconnect.
Use brands with QuickBooks
Open Settings › Company Profile, then the Brands tab. Each brand has a QuickBooks row.
A brand that hasn't been connected posts to your shop's QuickBooks company.
- Not set up: the brand posts to your shop's QuickBooks company. You don't need to do anything.
- Connected: the brand posts to its own QuickBooks company. The row shows whether that company uses Automated Sales Tax and when MetaFleet last read it.
Give a brand its own QuickBooks company
- On the brand's QuickBooks row, click Connect.
- Sign in to QuickBooks and pick the company for this brand.
- Back on the Brands tab, click Finish setup under the note. The note reads: "Finish this brand’s QuickBooks setup. It posts to its own QuickBooks company, so it has its own accounts." Nothing syncs for the brand until every row has an account.
- Decide whether to turn on Attach invoice PDFs in QuickBooks. It applies to this brand's QuickBooks company only.
- Leave Nightly sync on, or turn it off if this brand's company shouldn't sync at night. It covers this brand's QuickBooks company only. Sync now and sending still work.
A brand with its own company has its own accounts, its own sales-tax reading, its own PDF switch and its own Nightly sync switch. If MetaFleet can't read the sales-tax setting, the row says "QuickBooks is on hold for this brand." Click Try again, or ask an owner to.
Clicking Disconnect on a brand's QuickBooks row asks you to confirm first, with the same words as your shop's dialog. This clears the brand's connection and its saved sales-tax setting. Connect again to read the setting again.
A brand that finished setup is tied to its own company, the same way your shop is. While it's disconnected, its row names the company and says reconnects to this company only.
If a brand can't connect
MetaFleet refuses some choices. You stay on the Brands tab, a banner says "Brand isn’t connected to QuickBooks." and the row shows "Not connected." The banner gives one of these reasons. The first one continues: "A brand with no connection of its own posts there already. To give Brand its own books, connect a different company."
| Reason shown | What it means | Fix |
|---|---|---|
| You signed in to a different QuickBooks company. | The brand is tied to the company named in the banner. | Click Connect and choose that company at Intuit. |
| That QuickBooks company is already your shop’s. | A brand with no connection of its own already posts there. | Connect a different company to give the brand its own books. |
| That QuickBooks company is already connected to Brand. (The row note reads "That company is already Brand’s.") | Each brand needs a company of its own. | Connect a different company, or disconnect the other brand first. |
| That QuickBooks company is connected to another MetaFleet account. | A company can belong to one MetaFleet account. | Connect a different company, or contact MetaFleet support. |
| Something went wrong. Please try again or contact your administrator. | QuickBooks or MetaFleet didn't answer. | Click Connect again, then contact MetaFleet support. |
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Orders stopped reaching QuickBooks | The connection was disconnected, or QuickBooks refused a renewal | On the QuickBooks tab, click Connect to QuickBooks. |
| Nothing syncs after reconnecting, and the card says it couldn't read the sales-tax setting | QuickBooks didn't answer | Click Try again. If it keeps failing, disconnect and connect again, or contact MetaFleet support. |
| "QuickBooks wasn't connected" after you signed in | You picked a different company from the one your connection is tied to | Click Connect to QuickBooks and choose the company named in the message. |
| Accounts or items show as unmapped after connecting | You left first setup unfinished and picked a different company | Choose the accounts again for the new company. |
| A brand shows a lock instead of a button | You can't manage account settings | Ask an owner. |
| A brand's invoices don't go to QuickBooks | Brand setup isn't finished, or the brand is on hold | Finish the setup rows, or click Try again on the hold message. |
FAQs
Does disconnecting delete anything?
No. Your existing data in MetaFleet and in QuickBooks stays where it is.
Will I lose my settings if I reconnect?
No. Your choices and mappings are kept when you reconnect the same company.
Can I move to a different QuickBooks company?
No, not once setup is finished. MetaFleet reconnects to the same company only. Contact MetaFleet support if this is a problem.
Do I need a QuickBooks company for every brand?
No. A brand with no connection of its own posts to your shop's company.
Can two brands share a QuickBooks company?
No. Each brand with its own connection needs its own company, and it can't be your shop's company.
Why does MetaFleet read the sales-tax setting again?
The setting decides where the tax on your invoices comes from, and it can change in QuickBooks. See How Sales Tax and Exemptions Work with QuickBooks.