Does FieldPlexus require QuickBooks Online to work?

No. QuickBooks integration is completely optional. FieldPlexus has its own built-in accounting module that tracks income, expenses, employee payments, and profit. The QuickBooks sync is there for businesses that already use QuickBooks Online and do not want to enter invoices and payments twice.

Why is tax from FieldPlexus showing as a line item instead of real tax in QuickBooks?

The QuickBooks Tax Rate dropdown at Accounting → QuickBooks tab has not been set. Without a QB tax rate selected, tax syncs as a regular line item in fallback mode. Selecting the matching QB tax rate in that dropdown makes future invoices sync tax to QuickBooks' proper tax field so it appears in the Sales Tax Center and tax reports.

What happens in QuickBooks when an invoice is disconnected or deleted in FieldPlexus?

FieldPlexus never deletes data from QuickBooks. Disconnecting only stops future syncs — existing invoices and customers stay in QuickBooks permanently. Deleting an invoice or client in FieldPlexus has no effect on the QuickBooks record. QuickBooks is treated as a permanent accounting record. Any cleanup in QuickBooks must be done inside QuickBooks.

Connecting QuickBooks Online | How FieldPlexus Works

What Syncs and What Does Not

QuickBooks Online sync is optional. FieldPlexus works perfectly without it. For landscapers already using QuickBooks, the integration eliminates double entry.

Syncs automatically:

Clients sync as QuickBooks Customers
Invoices sync when you tap Send Invoice
Payments sync when you tap Mark as Paid

Does NOT sync: appointments, equipment, or the services catalog. Line items sync as part of invoices.

Step-by-Step: Connect QuickBooks

Tap Settings in the sidebar
Tap the Integrations tab
Find the QuickBooks Online section
Tap the Connect to QuickBooks button
A QuickBooks login window opens
Sign in with your QuickBooks credentials
Select the company you want to connect (if you have more than one)
Tap Connect to authorize FieldPlexus
The window closes and you land back in Settings
You see "Connected to [Your Company Name]" with a green checkmark

Important: You must be a QuickBooks Admin to authorize the connection. If you are not the admin, ask whoever manages the QuickBooks account to do this step.

How Invoice Sync Works

The moment you tap Send Invoice, FieldPlexus syncs the invoice to QuickBooks in the background. The customer is created automatically in QuickBooks if they do not already exist. Invoice number, due date, line items, tax, and total all transfer. Find it in QuickBooks under Sales → Invoices.

Only sent invoices sync. Collecting invoices do not sync because they are still being built.

How Payment Sync Works

When you tap Mark as Paid, the payment syncs to QuickBooks and links to the matching invoice automatically. If the invoice was not synced yet (unlikely), the system syncs the customer, the invoice, and the payment in one action.

Setting the QuickBooks Tax Rate

Tax syncs one of two ways depending on this setting. Go to Accounting → QuickBooks tab to set it.

Proper tax sync (recommended): Select a QuickBooks tax rate from the dropdown. Tax shows in QuickBooks' dedicated tax field and appears in the Sales Tax Center. This is what your accountant wants to see.

Fallback mode: Leave the dropdown blank. Tax still syncs but as a regular line item ("Tax: $12.50"). The invoice total still matches perfectly, but it is not categorized properly in QuickBooks' tax reports.

The tax AMOUNT always comes from FieldPlexus. The dropdown setting is just for categorization.

Checking the Connection Status

Go to Settings → Integrations
Look at the QuickBooks Online section

Connected: green checkmark, company name, Disconnect button. Not connected: gray logo, "Not connected" message, Connect button.

If Sync Stops Working

Connections can expire if you change your QuickBooks password or the session expires. Fix: go to Settings → Integrations, tap Disconnect, then tap Connect to QuickBooks and sign in again. Future syncs resume.

Individual invoice sync failures do not stop FieldPlexus from working. Your client always gets the invoice. Resending the invoice triggers a new sync attempt.

Disconnecting

Go to Settings → Integrations → Disconnect. New invoices and payments stop syncing. Data already in QuickBooks stays put — FieldPlexus never deletes anything from QuickBooks.

Still have questions? Tap Help in the sidebar and ask the AI product expert — it knows every feature, every button, every workflow in FieldPlexus.

Connecting QuickBooks Online