Connecting QuickBooks Online records every payment you take in TeachHero as a sales receipt in your QuickBooks company — and every refund as a refund receipt — so your books stay current without double entry. This article focuses on what you need ready in QuickBooks before you connect. For the full detail on mapping income and monitoring the sync once you're connected, see QuickBooks Sync.
Note: The QuickBooks integration is included in every plan. See Plans & Pricing.
What to set up in QuickBooks Online first
The connection posts into your existing QuickBooks company, so a few things need to be in place on the QuickBooks side before you start.
- An active QuickBooks Online subscription. The integration works with QuickBooks Online only — QuickBooks Desktop is not supported. Any QuickBooks Online plan will do.
- Admin access to the right company. You make the connection by signing in to QuickBooks and authorizing TeachHero, so sign in as a user with admin rights. The account you authorize with decides which company gets connected — if you manage more than one QuickBooks company, make sure you're signed in to the correct one first.
- Your Products and Services (income items). TeachHero posts each payment to a QuickBooks income item, and you pick those items during setup. In QuickBooks, go to Sales → Products & services and make sure the items you want to post to exist — for example Tuition, Registration, or a general Program income item. Each item points to an income account in your chart of accounts. At a minimum, create one item to use as your default.
Once those are ready in QuickBooks, the rest happens in TeachHero.
Connect QuickBooks
- In TeachHero, click Settings in the sidebar, then the Integrations tab.
- On the QuickBooks Online card, click Connect.
- Sign in to Intuit, choose the company you want to connect, and authorize TeachHero.
You return to the Integrations page with a "Connected to QuickBooks" confirmation, and the card shows your company name and connection status.
Map your income and start syncing
Once connected, an Income mapping section appears, where you match each fee type to a QuickBooks income item and set a required Default income item. You can also set a backfill date so only payments on or after it are synced. From then on, payments and refunds sync automatically.
For step-by-step guidance on mapping income, choosing a backfill date, watching the sync activity, retrying failures, and disconnecting, see QuickBooks Sync.