QuickBooks

If you use QuickBooks to manage your business finances, you can connect it to Rivvex. This guide explains what that connection means for you and your team.

Why Connect Rivvex to QuickBooks?

Without the connection, your workflow might look like this:

1. You create a job in Rivvex.
2. The work is done.
3. You then create the same invoice in QuickBooks.
4. When the customer pays, you record the payment in QuickBooks.

That’s double work. And when someone enters the same number twice, mistakes happen.

With the connection, steps 3 and 4 happen automatically. The data from Rivvex flows into QuickBooks. You don’t enter it again.

How to Set Up the Connection

1. In Rivvex, go to Settings → Integrations.
2. Look for the QuickBooks tile and click it.
3. You’ll be prompted to sign in to your QuickBooks account.
4. Once you’re connected, Rivvex and QuickBooks talk to each other on their own.
5. Follow the in-app prompts for the first run. The system will guide you through any choices (like which QuickBooks company file to use).

You only set this up once. After that, the connection stays active.

What Syncs Automatically

Customers from Rivvex to QuickBooks (One-Way or Two-Way)

When you create a new customer in Rivvex, that customer is pushed to QuickBooks as a new customer there too.

• One-way (default): Rivvex creates the customer in QuickBooks. If you create a customer in QuickBooks, it doesn’t come back to Rivvex.
• Two-way (optional setup): If you use both tools to add customers, you can choose two-way sync. Then a new customer in either tool appears in the other.

Invoices from Rivvex to QuickBooks

When you send an invoice from Rivvex to a customer, that invoice is created in QuickBooks at the same time.

• You don’t need to enter it in QuickBooks. It’s already there.
• The invoice amount, the customer, the date, and the description of the work are all included.

Payments Recorded in Rivvex Appear in QuickBooks

When a customer pays an invoice (whether by credit card, check, or online through the payment link), the payment is recorded in Rivvex. That payment is automatically recorded in QuickBooks as a payment against the invoice.

• You don’t manually create the payment in QuickBooks. It’s there.
• The “Accounts Receivable” balance in QuickBooks is always up to date.

Items and Pricing from QuickBooks

If you sell standard items or services from QuickBooks (like “Standard Mowing,” “Premium Installation,” “Hourly Labor”) with set prices, you can pull those items and their prices into Rivvex.

• When you create a quote or an invoice in Rivvex, you select from the list of items you already have in QuickBooks.
• The price is the same in both systems. If you change a price in QuickBooks, the price in Rivvex is updated.

Expenses

When you log expenses in Rivvex and link them to jobs, those expenses can sync to QuickBooks. This keeps your job cost tracking aligned between both systems.

Online Payments

With QuickBooks connected, your customers can pay invoices online directly from the payment link in their invoice email. Rivvex supports:

• Credit card payments - Customers click the link and pay with Visa, Mastercard, etc.
• ACH bank transfers - Customers pay directly from their bank account (lower fees than credit card)

Online payments are automatically recorded in both Rivvex and QuickBooks when the customer pays.

Managing Your QuickBooks Integration

After the initial setup, you can manage the integration from Settings → Integrations → your QuickBooks connection.

What you can configure:

• Invoice prefix - Set a custom prefix for invoice numbers (e.g., “INV-2026-”) so invoices from Rivvex are easy to identify in QuickBooks
• Customer sync options - Choose one-way or two-way sync for customer records
• Line item mapping - Map Rivvex line items to QuickBooks items and services
• Custom field mapping - Map custom fields between the 2 systems so your data stays consistent
• Sync toggles - Turn individual sync features on or off as needed

Pulling data from QuickBooks

You can pull existing items and pricing from QuickBooks into Rivvex. This is useful when you first set up the integration and want to reuse your existing QuickBooks catalog.

What Does Not Sync (Manage These Manually)

Some things in QuickBooks aren’t connected to Rivvex. You’ll continue to manage these in QuickBooks only:

• Your bank and credit card transactions (deposits, withdrawals, business expenses)
• Payroll (if you run payroll through QuickBooks)
• Vendor bills and non-job expenses
• Tax forms and filings
• Any accounts that aren’t related to customers and their invoices

The Simple Answer to “Do I Still Enter This in QuickBooks?”

Troubleshooting

Invoice didn’t appear in QuickBooks?

• Check that the invoice was submitted (not just prepared). Only submitted invoices sync.
• Go to Settings → Integrations and check the sync status. If there’s an error, it will be shown there.

Customer is duplicated in QuickBooks?

• This can happen if the customer existed in QuickBooks before you connected. Use the integration settings to map the Rivvex customer to the existing QuickBooks record.

Need to disconnect?

• Go to Settings → Integrations → your QuickBooks connection and follow the disconnect steps. Historical data that already synced will remain in both systems.

The Bottom Line

When you connect Rivvex to QuickBooks, the 2 systems work as a team:

• Rivvex handles the work: jobs, schedules, quotes, customer communication, and the flow of the job.
• QuickBooks handles the money: the ledgers, the reports, the bank connections, and the tax side.
• The bridge between them is the customer, the invoice, and the payment. This bridge is automatic.

You set up the connection once, and then you stop doing the same work twice.

If you have questions about the setup, the in-app prompts in Rivvex and the QuickBooks help center will guide you. Or, as always, you can reach out to the Rivvex support team at support@rivvex.com.