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Accounting Integrations — Create, Edit & Delete

This guide covers the day-to-day workflow for Accounting Integrations: creating an integration, connecting it to your accounting platform, disconnecting it when needed, updating sync settings, reviewing accounting catalog pull rows, and deleting an integration.

Where: go to /admin/accounting-integrations.

Create an accounting integration

  1. Go to /admin/accounting-integrations.
  2. Click Create accounting integration.
  3. Choose the Client the integration should belong to.
    • Super-admins may also need to choose a Tenant first.
  4. Choose the Accounting Platform (QuickBooks Online, Xero, Sage Business Cloud, ClearBooks).
  5. For QuickBooks Online, review QuickBooks connection mode.
  6. Enter the platform-specific credentials.
  7. Click Create / Save.

Notes:

  • Client users may see credential fields masked (shown as ••••••••).
  • Save the record before trying to connect/authorize.
  • QuickBooks Online now supports global Intuit app credentials for sandbox and production with an optional per-integration override.
  • In the normal QuickBooks setup, operators do not need to enter a Client ID or Client Secret on every integration.
  • QuickBooks Realm ID is normally filled automatically by OAuth and does not need to be entered before connect.
  • New QuickBooks integrations default to Read only. In read-only mode, ParcelPilot may connect, test, and pull QuickBooks catalog/accounting data but will not create or modify QuickBooks company data.

QuickBooks connection mode

QuickBooks Online integrations have a QuickBooks connection mode setting:

  • Read only: ParcelPilot may read/pull QuickBooks information, including connection test, accounts, customers, tax codes, payment methods, and catalog Items/Groups. ParcelPilot blocks QuickBooks company-data writes such as customer creation, invoice creation, payment creation, and catalog item push.
  • Live: enabled QuickBooks write workflows may create or update accounting data, subject to the separate invoice sync, payment sync, and catalog push settings.

Existing QuickBooks integrations created before this mode was introduced continue as Live after migration. Promoting a QuickBooks integration from Read only to Live is Super Admin controlled and is audit logged. Switching Live back to Read only takes effect for later execution, including queued work that has not run yet.

Read-only mode is QuickBooks company-data read-only only. ParcelPilot may still update local integration status, pull timestamps, catalog review rows, mappings, diagnostics, and sync evidence created from QuickBooks reads.

Connect / Authorize

After saving, connect the integration so ParcelPilot can access the accounting account.

  • Connect button: available on the integration row and on the edit page when the integration is not currently connected and usable OAuth app credentials are available.
  • QuickBooks Online: the edit page shows Connect to QuickBooks when either global credentials exist for the selected environment or the integration stores non-blank custom Intuit app credentials.
  • QuickBooks Online: the advanced credentials section is only needed when this integration must override the shared Intuit app.
  • Xero: the edit form shows a Redirect URL. Add this URL to your Xero app as an OAuth redirect URI.

When the connection succeeds, the integration will show a Connected timestamp.

While disconnected:

  • Disconnect is hidden.
  • Test connection stays unavailable until OAuth is connected.
  • the QuickBooks help text explains whether ParcelPilot is using global credentials for the selected environment or whether custom app credentials are still required.

Disconnect

Use Disconnect when you want ParcelPilot to stop using the current OAuth session without deleting the integration record.

  • Disconnect button: available on the integration row and on the edit page when the integration is currently connected.
  • Disconnect clears the stored OAuth access/refresh tokens and marks the integration as no longer connected.
  • QuickBooks also attempts an Intuit token revocation call before ParcelPilot clears the local tokens. This route can be used as the Intuit App Store Disconnect URL.
  • QuickBooks connect, callback, disconnect, token refresh, and connection-test flows also capture intuit_tid when Intuit returns it.
  • Xero currently removes the active tenant connection when possible, then clears the local tokens.
  • Sage Business Cloud currently clears the local OAuth tokens and connection state in ParcelPilot.

Actions

  • Connect: starts the OAuth/authorization flow for an integration that is not connected yet. Depending on platform, this appears in the list view or on the edit page.
  • Disconnect: clears the active OAuth connection for an integration that is already connected while keeping the integration record and non-token settings in place.
  • Test connection: available after a successful OAuth connection. For QuickBooks, it uses the same environment-aware credential resolver as connect and callback.

Edit an accounting integration

  1. Open the integration.
  2. Update credentials (if needed).
  3. Review Sync Settings:
    • Auto-sync invoices
    • Customer syncing
    • Platform-specific options (for example Xero invoice status, invoice prefix, branding theme)
  4. Click Save.

Tip: Some platform options only become available after a successful connect.

QuickBooks catalog review

QuickBooks accounting catalog pull is reviewed through Accounting Catalog Review surfaces rather than item-level stock mutation.

  • the integration edit page includes the compact Accounting Catalog Review workbench
  • a dedicated Accounting Catalog Review page exists for cross-item review
  • operators can link, create, ignore, ignore forever, or restore review rows
  • QuickBooks QtyOnHand remains read-only external accounting metadata only and does not update ParcelPilot stock
  • catalog pull and review workflows are allowed while the QuickBooks integration is in Read only mode
  • catalog push apply mode requires Live mode
  • bulk catalog review tools are not implemented yet

Delete an accounting integration

Integrations can be deleted from the edit page.

Deleting an integration stops any future syncing for that client.

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