Connecting QuickBooks Online: What Syncs and What Doesn’t

Tenantivo already tracks rent, deposits, expenses, and rehab draws on its own ledger — that is not in question. The problem QuickBooks solves is downstream: your CPA, bookkeeper, or tax preparer already works in QuickBooks, and re-entering every rent payment and expense by hand invites transposition errors and wastes hours every month.

Connecting QuickBooks Online lets Tenantivo push the transactions your books need and pull the reference data (accounts, vendors, bills) your mapping and payables workflow needs — without you keeping two separate sets of numbers current by hand.

The QuickBooks integration lives under Management → QuickBooks. From there:

1. Open the integration page to see your current connection status.
2. Click Connect to start the OAuth flow — you will be redirected to Intuit to sign in and authorize Tenantivo’s access to your company file.
3. QuickBooks redirects you back once authorization completes, and Tenantivo stores the connection for that organization.
4. If you switch accountants, migrate company files, or need to revoke access, Disconnect is available on the same page. Reconnecting afterward may require you to re-check your account mapping.

Nothing pushes or pulls until the connection is authorized and your account mapping is in place — connecting alone does not move any transactions.

Once connected, Tenantivo pulls your chart of accounts from QuickBooks so you can map it against Tenantivo’s income and expense categories — internally called TypeLinks — things like Rental Income, Rental Expense, Rehab Income, Rehab Expense, and Company Income and Expense.

On the Account Mapping screen, each Tenantivo category gets matched to the QuickBooks account it should post against. This mapping is what tells the sync engine which ledger account in QuickBooks a given rent payment or expense belongs to — get it right once, and every future transaction of that type follows the same rule automatically.

Two kinds of activity flow from Tenantivo into QuickBooks, and they post differently:

• Stripe rent payments — When a tenant pays rent, that payment posts to QuickBooks as either a Deposit or, if you enable invoice-based accounts receivable in your QuickBooks settings, as an Invoice with a matching Receive Payment. You choose which flow fits your accountant’s preference; rent payments map to your Rental Income account and non-rent payments (including other Stripe charges) map to your Company Income account.
• Ledger transactions — Income and expenses recorded directly in your Tenantivo workspace push as balanced journal entries against your mapped accounts and bank account, when you run a sync.

A practical note on late fees: Tenantivo tracks late fees as a distinct line item on the tenant ledger, but on the QuickBooks side a late fee charged through Stripe currently maps the same way as other non-rent income — it is not broken out into its own QuickBooks account unless you create and map one yourself.

The relationship is not purely one-directional. Tenantivo also reads from QuickBooks so you are not switching tabs constantly:

• Chart of accounts — powers the Account Mapping screen.
• Vendors — your QuickBooks vendor list is available from the Vendors screen.
• Bills — open QuickBooks bills appear on the Bills screen, where you can review and pay a bill from a connected bank account without leaving Tenantivo.

What this integration does not do is mirror your full QuickBooks general ledger back into Tenantivo, or automatically import every QuickBooks transaction as a Tenantivo ledger entry. Vendors and bills are reference data for paying and mapping — your rental income and expense records of truth stay in Tenantivo.

Every integration eventually produces a mismatch — a duplicate entry, a transaction edited on one side after it already synced, or a mapping gap. The Sync Dashboard is where you catch those before your accountant does. It shows:

• Your last sync time, at a glance.
• A Sync Now button to push pending activity on demand instead of waiting for the next scheduled run.
• Counts for matched, pending, and error or mismatched items, so you know exactly how much attention the connection needs.
• A mismatch table with Use App and Use QB actions, letting you resolve a conflict in either direction without manually editing both systems.

Treat the Sync Dashboard the way you would a bank reconciliation — a quick, regular check rather than something you only open when a number looks wrong. If you already have a monthly reconciliation habit, see Bank Reconciliation for Landlords Without an Accountant for how that process fits alongside your QuickBooks sync. For the full click-by-click walkthrough, see Integrations → QuickBooks training .