Link Harvest to QuickBooks Online and copy your Harvest invoices directly into QuickBooks Online.

Version Support

  • The Harvest integration doesn’t work with the Self-Employed version of QuickBooks Online.

You must have Administrator permissions to link your Harvest account and copy invoices to QuickBooks Online. In addition, time and expense entries can’t be directly synced from Harvest to QuickBooks Online, and are only copied as line items in invoices.

Linking and Copying Invoices to QuickBooks Online

Linking Harvest to QuickBooks Online

  1. In Harvest, click on Settings (upper right corner).
    • Only Administrators can view and change Account Settings.
  2. Scroll down to Integrations and click on Connect to QuickBooks.
  3. You’ll be taken to QuickBooks Online. Once signed in, click Authorize.
  4. Once complete, you’ll be redirected to Harvest.
  5. Choose an Income Account and select your Deposit Account and Subcustomers settings, and click Save.

How to Copy Invoices

Sending invoices to your clients in Harvest will automatically copy them to your QuickBooks Online account. Recurring invoices will also automatically be copied if you have them set to automatically send to your clients. However, if you need to manually copy invoices to QuickBooks Online:

  1. Go to Invoices > Overview, and select the invoice you want to copy to QuickBooks Online.
  2. In the More Actions menu, click Copy to QuickBooks Online.

Once an invoice has been copied to QuickBooks Online, Copied To QuickBooks will appear next to the title.

Note: Retainers and negative invoices can’t be copied to QuickBooks Online.

How Data is Mapped from Harvest to QuickBooks Online

When data is mapped from Harvest to QuickBooks Online, naming conventions may vary. Refer to the list below for guidance:

  • Client → Customer
  • Project → Subcustomer (You can turn this off in your Harvest QuickBooks Online settings found on the Settings page of your Harvest account)
  • Issue Date → Due Date
  • PO Number → Message displayed on invoice
  • Subject → Message displayed on invoice
  • Invoice Item Type → Product and Service

Default Income Account

Each line item on a Harvest invoice can be assigned to an Item Type. These Item Types are just categories to help you organize your invoices. You can create and edit Harvest Item Types under Invoices > Configure > Item Types.

Harvest Item Types match up with QuickBooks Products and Services. When you copy your Harvest invoice to QuickBooks Online, we search for the QuickBooks Product or Service that matches your Harvest Item Type. If we find a perfect match, we apply your line items accordingly. That means a Harvest invoice will have Item Types that match your related QuickBooks invoice’s Products and Services.

However, if we do not find a perfect match between Item Type and Product or Service (e.g., your Harvest Item Type is new, and doesn’t yet exist as a QuickBooks Product and Service), we must know which QuickBooks Default Income Account to apply your line item to. You can set up this Default Income Account in Harvest under Settings > Integrations > QuickBooks Online.

You can also create and edit your QuickBooks Income Accounts in QuickBooks Online, under Company Menu > Products and Services. On this page in QuickBooks Online, you can see your current Products and Services, as well as edit the Income Account each should be tracked toward.

Automated Sales Tax

Our integration doesn’t support QuickBooks Online’s Automated Sales Tax feature. Invoices copied to QuickBooks Online will use the tax rate selected in Harvest.

If QuickBooks Online disagrees with the tax rate selected, it will show two sets of numbers in QuickBooks Online for the Total sales tax: the values that were calculated in Harvest and the values calculated by the Automated Sales Tax feature. The Automated Sales Tax amounts will be shown crossed out, and the tax rate set in Harvest will still apply.

For example, this is what you would see in QuickBooks Online if a tax rate resulting in $28.80 in tax is selected in Harvest when the automated sales tax feature thinks it should be $35.50:

Overridden Sales Tax

More on the QuickBooks Online Integration

  • Payments – You can control whether or not Harvest invoice payments copy to QuickBooks Online under Settings > Integrations > QuickBooks Online. If you would like payments recorded in Harvest to copy to QuickBooks Online, then you’ll need to indicate the Deposit Account you would like the payments to copy to in QuickBooks Online.

  • Tax Rates and Discounts – Tax and discount values will be copied directly from your Harvest invoice to your QuickBooks Online invoice. When creating or editing your invoice, click Apply tax from QuickBooks Online and then select the proper tax rate. Note that only invoices with a single tax rate applied can be copied to QuickBooks Online. If you use QuickBooks Online in Canada, please note that this means that invoices with two different tax rates, including invoices where some line items are tax exempt and have a tax rate of 0%, can’t be copied to QuickBooks Online. These invoices will need to be manually entered into QuickBooks Online.

  • Harvest Invoice Item Types – If the Harvest Item Type matches the QuickBooks Online Product/Service it will automatically be selected. If there is no match, the default Service will be selected in QuickBooks Online.

  • Other Currencies – Harvest invoices created in other currencies will be copied in your QuickBooks Online default currency.

Disconnecting Harvest from QuickBooks Online

  1. In Harvest, click your Settings (upper right corner).
    • Only Administrators can view and change Account Settings.
  2. Scroll down to Integrations and click on Edit Settings next to QuickBooks.
  3. At the bottom of the page, you’ll see a link to Unlink QuickBooks.