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Seamlessly synchronize invoices from Spacebring with QuickBooks Online, and invoice payments both ways, to automate revenue accounting management.
QuickBooks is a distinct company not affiliated with us. For any inquiries regarding QuickBooks’s solutions, services, or pricing, reach out to QuickBooks directly. We do not have the authority to provide information or support on behalf of QuickBooks.

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Prerequisites

  1. Have your QuickBooks Online account ready.
  2. Create the services in your QuickBooks Online account where invoice items from Spacebring will be synced. You can use one service for everything or a separate service for each product category, such as bookings and event tickets.
  3. Set a tax in your QuickBooks account:
  • For US-based accounts: Set the tax regardless of the tax rate in Spacebring. The exact tax rate is not passed from Spacebring to QuickBooks and is defined by your QuickBooks settings.
If rates differ, the invoice will sync, but the payment cannot sync because the totals won’t match. The invoice will remain Unpaid in QuickBooks.
  • For non-US-based accounts: Set the tax rate to match the one you have in your location. Manage taxes
Invoices with a tax rate that does not match the tax set in your QuickBooks account will not synchronize for non-US-based accounts.

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Connect the QuickBooks Online integration

  1. Press the menu (…) next to the location’s name > go to the Integrations page.
Location menu open in the left panel with Integrations highlighted on Spacebring's coworking space management platform
  1. Find QuickBooks Online. Press Connect.
  1. Log in to your Intuit account and connect the company where to sync invoices.
  2. Under Product categories, select the QuickBooks Online service for each type of invoice item: Bookings, Event tickets, Shop products, Packages, Subscription items, Custom, and Processing fee. Select the same service for several categories to sync them together.
QuickBooks Online integration settings with a service selected for each product category on Spacebring's coworking space management platform
If a product category has no service selected, the integration will remain incomplete, and invoices and payments will not sync to QuickBooks Online. Select a service for every category, including the ones you don’t sell.

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How QuickBooks Online integration works

  • The integration automatically syncs all newly issued invoices to QuickBooks in real time.
  • If the invoice status updates in Spacebring, it’s automatically reflected in QuickBooks.
  • Invoice payments sync both ways:
    • Once the invoice status changes to Paid in Spacebring, a corresponding payment for it is created in QuickBooks Online.
    • Once an invoice is paid in full in QuickBooks Online, the invoice is marked as Paid in Spacebring.
  • Spacebring syncs invoices for all types of purchases, including subscription invoices and one-off payments such as bookings, shop orders, event tickets, and more.
  • Credit notes for unpaid invoices sync to QuickBooks as payments or credits, automatically updating the invoice status to Partially Paid.
Starting December 9, 2025, Spacebring began generating invoices for all payments. From this date onward, invoices for all payments sync to QuickBooks. Before December 9, 2025, immediate one-off payments (bookings, shop orders, event tickets, etc.) generated receipts only, and these transactions were synced to QuickBooks as Sales Receipts.
To sync an invoice issued before you connected QuickBooks Online, or one that failed to sync, open it and click Sync to QuickBooks Online in the (…) menu. To sync several, select their checkboxes on the Billing > Invoices page, then press Actions > Sync to QuickBooks Online. The sync covers the invoice, its payments, and its credit notes, and skips what QuickBooks already has. QuickBooks rejects an invoice dated before its closing date, and the failure shows in the invoice’s activities.

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How invoices sync

The integration syncs and matches QuickBooks Online invoices with data from Spacebring:
Applied balance, partial payments, credit notes on paid invoices, and refunds do not sync to QuickBooks.
If a booking or purchase is canceled and auto-refunded in Spacebring, the refund and its status won’t sync to QuickBooks Online. For guidance on handling refunded transactions in QuickBooks Online, contact their support.

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How invoice statuses sync

The integration syncs the following invoice statuses to QuickBooks Online:

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How invoice payments sync from Spacebring to QuickBooks Online

When an invoice is paid in Spacebring, the integration creates a payment for it in QuickBooks Online:
Spacebring never creates payment methods in QuickBooks Online. Add the ones you need in your QuickBooks Online account, and payments synced after that use them. Until then, or when nothing is selected under Paid with, a payment syncs without a payment method.

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How invoice payments sync from QuickBooks Online to Spacebring

When an invoice synced from Spacebring is paid in full in QuickBooks Online, the invoice is automatically marked as Paid in Spacebring too:
  • The payment is recorded with the External payment method.
  • “The invoice was paid in QuickBooks Online” is added to the invoice’s activities.
A partial payment in QuickBooks Online does not change the invoice in Spacebring until the invoice is paid in full. An invoice that already has a payment in Spacebring is not changed by a payment in QuickBooks Online: record the rest of the payment in Spacebring.

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Disconnect the QuickBooks Online integration

  1. Press the menu (…) next to the location’s name > go to the Integrations page.
  2. Select QuickBooks Online > press Disconnect and confirm your choice.

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Troubleshoot QuickBooks Online sync errors

When an invoice or its payment fails to sync, administrators get a notification that ends with the error from QuickBooks in quotes. Spacebring doesn’t retry it on its own, so once you fix the cause, open the invoice and click Sync to QuickBooks Online.
What it means: The invoice’s tax rate matches none of the sales tax rates in your QuickBooks account. For non-US-based accounts, the rates must match exactly.How to fix it: Do one of the following:
  • In QuickBooks, go to the Taxes menu and add a sales tax rate equal to the one on the invoice, or edit an existing one.
  • In Spacebring, change the tax rate to one that exists in QuickBooks.
What it means: Your QuickBooks trial or subscription has ended or been canceled, or QuickBooks couldn’t charge it. QuickBooks doesn’t accept new data until it’s active again.How to fix it:
  1. Open QuickBooks and click the gear icon in the top right corner.
  2. Select Subscriptions and billing.
  3. Renew or update your subscription.

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FAQs

This is usually because the integration setup is incomplete. Ensure you have selected a service for every product category on the Spacebring Integrations page. If any category has no service, invoices and payments will not sync to QuickBooks Online.
This typically happens due to a tax rate discrepancy. If the tax rate in Spacebring differs from the one set in QuickBooks, the total amounts won’t match. QuickBooks cannot automatically apply a payment to an invoice if the totals are different, leaving the invoice in Unpaid status.
The integration does not support the synchronization of applied balance, partial payments, credit notes on paid invoices, and refunds. When a transaction is refunded or canceled in Spacebring, you must manually update or void the corresponding invoice in QuickBooks.