QuickBooks Integration

Before connecting QuickBooks, make sure you have:

• A QuickBooks Online account (QuickBooks Desktop is not currently supported)
• Admin access to your QBO company (required to authorize third-party connections)
• A DeferredRev account on the Growth plan or above

To connect your QuickBooks Online account:

1. Navigate to Settings → Integrations in your DeferredRev dashboard
2. Click Connect QuickBooks
3. You'll be redirected to Intuit's login page. Sign in with your QBO credentials
4. Select the QBO company you want to connect
5. Review the permissions and click Authorize
6. You'll be redirected back to DeferredRev. The integration status will show Connected

The entire process takes about 30 seconds. Once connected, you can configure account mappings and start posting entries.

After connecting, you need to map DeferredRev's accounts to your QBO chart of accounts. Go to Settings → Integrations → QuickBooks → Configure.

Required mappings

• Deferred Revenue Account — The liability account where unearned revenue is held (e.g. Deferred Revenue or Unearned Revenue)
• Revenue Account — The income account where recognized revenue is posted (e.g. Subscription Revenue)

The dropdown menus pull your QBO chart of accounts directly, so you can select the right account without manually entering account numbers.

Once your account mappings are configured, you can post journal entries to QuickBooks:

1. Go to Journal Entries in the sidebar
2. Select the period you want to post
3. Review the journal entry preview — you'll see each debit and credit with the mapped QBO account names
4. Click Post to QuickBooks

Each posted entry includes a reference linking it back to the DeferredRev contract, making reconciliation straightforward.

DeferredRev automatically refreshes your QuickBooks OAuth token in the background. You don't need to do anything for routine refreshes.

If your connection expires

If the connection has been inactive for an extended period (typically 100+ days), the refresh token may expire. In this case:

• The integration status will show Expired
• Click Reconnect to go through the OAuth flow again
• Your account mappings and previously posted entries are preserved

To disconnect QuickBooks, go to Settings → Integrations → QuickBooks → Disconnect.

Here's what happens when you disconnect:

• The OAuth connection is revoked — DeferredRev can no longer access your QBO account
• Your DeferredRev data is preserved — contracts, schedules, and journal entry records remain intact
• Previously posted entries in QuickBooks are not affected
• You can reconnect at any time and pick up where you left off

We take the security of your financial data seriously. Here's how the QuickBooks integration handles access:

• Minimal permissions — We only request the permissions needed to create journal entries. We cannot access your bank accounts, customer data, or other sensitive information.
• SOC 2 Type II compliant — DeferredRev undergoes regular third-party audits to ensure your data is handled securely.
• Encrypted tokens — Your OAuth tokens are encrypted at rest using AES-256 and are never exposed in logs or API responses.
• No data sharing — We never share your QuickBooks data with third parties. Period.

Questions about security? Reach out at security@deferredrev.app.