Platform

Student records Enrollment Billing Communication Classwork & Grades Volunteers Website builder

For Schools

Homeschool groups Private K-12 schools

Resources

Pricing Product Updates Blog Help Center

Compare

TeachHero vs FACTS SIS TeachHero vs Brightwheel TeachHero vs DreamClass TeachHero vs Tuio TeachHero vs Homeschool-Life
Book a demo Try it free

Knowledge Base / Billing

QuickBooks Sync

Updated September 23, 2026

The QuickBooks integration records every payment taken in TeachHero as a sales receipt in your QuickBooks Online company, so your bookkeeping stays current without double entry. Refunds are synced too.

Note: QuickBooks sync is included in every plan. See Plans & Pricing.

Connect QuickBooks

  1. In the sidebar, click Settings, then the Integrations tab.
  2. On the QuickBooks Online card, click Connect (or Reconnect if you've connected before).
  3. Sign in to Intuit and authorize TeachHero for your QuickBooks Online company.

You return to the Integrations page with a "Connected to QuickBooks" confirmation. The card shows your company name, the connection status, and when the last sync ran. If the connection hits a problem later, the error appears in red on this card.

Map your income

Once connected, the Income mapping section appears. This controls which QuickBooks income item each charge type posts to — anything without a specific mapping uses the default item.

  1. Pick a Default income item (required). Every payment falls back to this item.
  2. Optionally choose a QuickBooks income item next to each of your fee types — for example, map your "Tuition" fee to a Tuition income item in QuickBooks. Leave a fee on Use default item to fall back to the default.
  3. Click Save settings.

Choose how far back to sync

In the Backfill section, set Sync payments on or after and click Save settings. Only payments settled on or after this date are synced — useful when you start mid-year and your earlier payments are already in QuickBooks. Leave it blank to sync everything.

Watch the sync

Syncing runs automatically every 15 minutes. The Sync activity table shows each record's progress:

  • Pending — queued, not sent yet.
  • Synced — recorded in QuickBooks, with the sync time.
  • Failed — something went wrong; the error column explains why. Click the retry (arrows) button on the row to re-queue it.
  • Skipped — the record didn't need syncing (for example, it settled before your backfill date).

Don't want to wait? Click Sync now in the page header to queue a sync immediately.

Disconnect

Click Disconnect in the page header and confirm.

Note: Disconnecting stops all syncing to QuickBooks. Records already in QuickBooks are not removed.