Connecting Jobber and QuickBooks properly

Which QuickBooks versions work with Jobber

Jobber integrates with QuickBooks Online. In Canada, the EasyStart, Essentials, Plus and Advanced editions are supported. QuickBooks Desktop isn't supported: no information passes between Jobber and Desktop, although you can import a client list by hand.

Which Jobber plans include the sync has varied, and Jobber's own pages describe it differently. Check under Settings → Account and Billing in your account before you plan around it.

What syncs, and in which direction

The current integration is one-way, from Jobber to QuickBooks Online, and it runs automatically. There's no "sync now" button. When you first connect, Jobber runs a one-time import of your active QuickBooks customers and items into Jobber. After that, Jobber is the source of truth.

Two things surprise people. Custom line items sync as a generic "Custom Service" item, which makes reporting in QuickBooks less useful. And an invoice marked paid in QuickBooks does not update Jobber, so record payments in Jobber.

GST and PST: getting Manitoba taxes right

This is the most common problem we see. Jobber doesn't sync tax names and rates into QuickBooks. If a tax name in Jobber doesn't exactly match one in QuickBooks, Jobber falls back to the first QuickBooks tax with the same rate. With several 5% or 7% codes in your file, that can post the wrong tax.

For a Manitoba business charging GST (5%) and Manitoba RST/PST (7%):

1. In QuickBooks, confirm the GST and PST rates exist and note their exact names.
2. In Jobber, create taxes with the same names and rates, and a tax group that combines them (12% total, shown as separate lines on invoices).
3. Send one test invoice and check the tax lines in QuickBooks before you rely on it.

Two more notes. QuickBooks rounds tax per line while Jobber rounds on the total, so small rounding warnings are normal. And if you invoice out-of-province work, set up those provinces' rates the same way.

Payments, deposits and undeposited funds

Payments and quote deposits from Jobber land in QuickBooks' Undeposited Funds (or Unapplied Funds) until the matching payout syncs. Then they move to your bank account. If you use Jobber Payments:

• Processing fees are posted to a Jobber Payments Fees account.
• Tips go to Undistributed Tips as journal entries.
• Refunds go through Refunds Clearing, and instant payouts through Instant Payout Clearing.
• You need a Checking account in QuickBooks set up as type Bank, detail type Checking.

If payments seem stuck in undeposited funds, check whether someone manually changed a payment's "Deposit to" account in QuickBooks. That breaks the payout match.

Common sync errors and how to fix them

Jobber lists errors on its QuickBooks dashboard. Fix them in order: clients, then products and services, then invoices, then payments, refunds and tips, then payouts. Later records depend on earlier ones.

Setting it up (the short version)

1. You need admin access in Jobber. Go to Apps → QuickBooks Online → Connect, sign in to QuickBooks and allow access.
2. Before importing, clean up QuickBooks: merge duplicate customers and make item names unique.
3. Match your tax names and rates, as described above.
4. Walk through the import wizard: choose what to import and map your accounts. There's an extra step if you use Jobber Payments.
5. Choose when each record type syncs. Most trades businesses sync invoices when sent, not when created.
6. Send a test invoice and payment, and check them in QuickBooks.

When the built-in sync isn't enough

The native integration covers the core flow. Businesses often need more:

• Job costing by crew or job type.
• Supplier bills tied to jobs.
• Class or location tracking.
• Reporting that combines Jobber and QuickBooks data.

That's where an automation or a Power BI dashboard fills the gap. It's part of how we approach AI and automation for contractors, along with missed-call handling and quote follow-up.