Connect SignTracker with QuickBooks

SignTracker integrates with QuickBooks Online and QuickBooks Desktop so you can send invoices directly from SignTracker into QuickBooks.

In this integration:

• SignTracker manages jobs, quotes, and contracts
• QuickBooks manages accounting, taxes, and payments

When a quote is approved, you can create an invoice from the Contract in SignTracker and send it to QuickBooks.
 

Requirements Summary

Before connecting SignTracker to QuickBooks, confirm the following:

QuickBooks Online

• Products & Services are configured
• Sales Tax is configured

QuickBooks Desktop

• Items are configured in your Items List
• Sales Tax Items and tax rates are configured

Once connected:

• Products & Services (or Items) appear when creating invoices in SignTracker
• Tax rates from QuickBooks appear in SignTracker quoting worksheets
• Customer records sync between the systems
   

Quick Setup Checklist

Before connecting SignTracker to QuickBooks, confirm these items are set up.

Products & Services (QuickBooks Online)

Products & Services are the items that appear when creating an invoice in SignTracker.

Each invoice line must be assigned a Product or Service from QuickBooks.

Typical examples include:

• Sign Production
• Installation Labor
• Materials
• Non-Taxable Sales

You can manage these in QuickBooks Online here:

All Apps ? Sales & Get Paid ? Products & Services
 

?? Important

If a Product or Service does not exist in QuickBooks, it will not appear when creating an invoice in SignTracker.

Create the Product or Service in QuickBooks first.

 

Sales Tax (QuickBooks Online)

SignTracker pulls tax rates directly from QuickBooks.

Before connecting the integration, confirm your tax agencies and tax rates are configured.

Navigate to:

All Apps ? Sales Tax ? Sales Tax Settings ? Add agency

?? Important

Once QuickBooks is connected, manual tax rates inside SignTracker are disabled.

All tax rates come directly from QuickBooks.
 

QuickBooks Desktop Users

QuickBooks Desktop setup varies depending on the version you are using.

Before connecting SignTracker, confirm that:

• Your Items List is configured
• Your Sales Tax Items and tax rates are configured

For instructions specific to your version of QuickBooks Desktop, consult the QuickBooks Desktop Help documentation.

 

Choose Your QuickBooks Version

SignTracker supports both:

• QuickBooks Online
• QuickBooks Desktop

Follow the setup instructions that match your version.
 

QuickBooks Online Setup

QuickBooks Online connects directly to SignTracker.

Step 1 — Enable Sales Tax

Confirm sales tax is enabled in QuickBooks before connecting SignTracker.

If tax is not configured, invoice totals may not match.

Navigate to:

All Apps ? Sales Tax ? Sales Tax Settings ? Turn on Sales Tax

Step 2 — Connect QuickBooks Online

1. Open SignTracker
2. Go to Setup ? Settings
3. Click INTEGRATE QUICKBOOKS ONLINE
4. Click on the Connect to Quickbooks button to sign in to your QuickBooks account
5. Sign into Quickbooks to approve access

SignTracker will show QuickBooks as Active once connected.

Connect to QuickBooks Button

Integration Status

Step 3 — Create an Invoice from a Contract

Invoices are always created manually in SignTracker.

When a quote is approved, the Worksheet becomes a Contract.

Approval can happen in two ways:

• The customer approves the quote using the online approval link
• Your team manually approves the Contract

Once approved, the Create Invoice option appears when viewing the Contract.

To create the invoice:

1. Open the approved Contract
2. Click Create Invoice
3. Assign a Product or Service to each line item
4. Send the invoice to QuickBooks

SignTracker never creates invoices automatically.

Submit Invoice to QuickBooks window

Step 4 — Confirm the Invoice in QuickBooks Online

After sending the invoice, verify it appears in QuickBooks.

Navigate to:

All Apps ? Customer Hub ? Customers

1. Select the customer
2. Open the Transactions tab
3. Locate the invoice

Invoice in Customer Hub

Invoice in QuickBooks

Invoice Numbers and QuickBooks Settings

When an invoice is sent from SignTracker to QuickBooks, the invoice number is included with the invoice.

After the invoice is successfully submitted to QuickBooks, the invoice number will also appear in SignTracker next to the Contract.

However, this depends on a QuickBooks setting called Custom Transaction Numbers.

By default, QuickBooks Online has Custom Transaction Numbers turned ON.

When this setting is enabled, QuickBooks may ignore the invoice number coming from SignTracker and generate its own numbering.

If this happens, the invoice number from SignTracker may not appear in QuickBooks or sync back to SignTracker.

How to Disable Custom Transaction Numbers

If no invoice number appears after sending an invoice from SignTracker, check the following setting in QuickBooks.

1. Click the Gear icon in the top right corner
2. Select Account and Settings
3. Click Sales
4. Click the pencil icon under Sales Form Content
5. Turn Custom Transaction Numbers to Off

Once disabled, QuickBooks will allow invoice numbers coming from SignTracker.

After an invoice is successfully sent to QuickBooks, the invoice number will appear next to the Contract inside SignTracker.

?? Note

Some businesses prefer to keep their own invoice numbering system inside QuickBooks.

If you already use a custom invoice numbering convention in QuickBooks, you may want to leave Custom Transaction Numbers turned ON.

In that case, QuickBooks will generate its own invoice numbers instead of using the numbers sent from SignTracker.

 

QuickBooks Desktop Setup

QuickBooks Desktop connects using the QuickBooks Web Connector.

This application transfers invoices from SignTracker to QuickBooks Desktop.

Step 1 — Install the Web Connector

1. In SignTracker go to
   Setup ? Admin ? QuickBooks Integration
2. Download the Web Connector installer
3. Extract the zip file
4. Install the application

Step 2 — Add SignTracker to the Web Connector

1. Download the QWC configuration file from SignTracker
2. Open QuickBooks Desktop as Admin
3. Open the Web Connector
4. Click Add an Application
5. Upload the QWC file
6. Approve prompts
7. Enter your SignTracker credentials

SignTracker will appear in the Web Connector.

Step 3 — Configure Sales Tax in QuickBooks Desktop

1. Open Sales Tax settings
2. Remove unused default tax values
3. Create a non-taxable item called STI
4. Set the primary tax item to None
5. Confirm the tax rate matches SignTracker

Step 4 — Enable the Integration

1. Log in as a SignTracker admin
2. Go to Setup ? Admin ? QuickBooks Integration
3. Click on INTEGRATE QUICKBOOKS DESKTOP
4. Check Enable Quickbooks Integration
5. Check Send Tax Calculations to Quickbooks
6. Click on Sync with Quickbooks to initiate the first sync
    

Step 5 — Run the First Sync

QuickBooks Desktop does not sync automatically.

To transfer invoices:

1. Open the QuickBooks Web Connector
2. Check the SignTracker box
3. Click Update Selected

Invoices will then appear in QuickBooks Desktop.
 

Important: Worksheets Created Before Integration

If quoting worksheets were created before connecting QuickBooks, they may still contain manual tax rates.

These tax rates remain locked to those worksheets.

To update them:

1. Open the job
2. Clone the worksheet
3. Select the QuickBooks tax rate
4. Save the cloned worksheet
5. Delete the original worksheet

Templates should be updated inside Quote Setup.

How Customers Sync Between Systems

When QuickBooks is connected, customer data syncs automatically.

QuickBooks sends:

• Customer contacts
• Customer companies

These customers appear inside SignTracker.

Customer Sync Behavior

Customer lists refresh automatically whenever the Customers section is opened in SignTracker.

New customers added in QuickBooks appear automatically.

Existing customers are updated but not removed.

?? Best Practice

If SignTracker prompts you to create the customer in QuickBooks when creating an invoice, select Yes.

Allowing SignTracker to create the customer helps prevent duplicate records.

 

When to Re-sync QuickBooks

In most cases the integration will continue working without maintenance.

Re-sync QuickBooks if you:

• Add new Products & Services
• Create new tax agencies or tax rates

To Re-sync:

1. Go to Admin ? QuickBooks Integration in SignTracker
2. Click on the Re-sync with Quickbooks button

This refreshes:

• Products & Services
• Tax rates
• Customer lists

Re-syncing does not affect existing jobs or invoices.
 

Payments and Accounting

Once the invoice is inside QuickBooks, all financial activity happens there.

QuickBooks manages:

• Payments
• Deposits
• Customer balances
• Financial reports
   

SignTracker focuses on job management and production workflow.

Payment updates made in QuickBooks do not sync back into SignTracker. Because of this, many teams manually update payment status in SignTracker so their team can quickly see whether a job has been paid.

See Tracking Payments in SignTracker below for recommended ways to track payment status within your team.

 

Tracking Payments in SignTracker

SignTracker does not receive payment status from QuickBooks. Once an invoice is sent to QuickBooks, payments and balances are managed there.

However, your team may still want visibility inside SignTracker so they know whether a job has been paid.

To keep your team informed, payment updates can be recorded manually inside SignTracker.

There are two simple ways to do this.
 

Option 1 — Use Job Stages to Show Payment Status

Job Stages appear at the top of every job and provide a quick visual indicator of where the job stands.

You can create stages such as:

• Awaiting Payment
• Partially Paid
• Paid in Full

Once a payment is recorded in QuickBooks, your team can update the job stage in SignTracker to reflect the current payment status.

Why this helps

Anyone on your team can open a job and instantly see the payment status without needing to check QuickBooks.

This provides quick, high-level visibility across your team.

Option 2 — Use Tasks to Track Payment Activity

Tasks are helpful when you want a clear record of what happened and who handled it.

Examples of tasks include:

• Confirm deposit recorded
• Update customer balance
• Follow up on payment
• Mark job as paid

Tasks can be assigned to specific team members and include comments or notes.

Why this helps

Tasks create a written history inside the job. This is especially useful when multiple people handle invoicing, deposits, or customer follow-up.

Which Option Should You Use?

Both options work well.

A simple guideline:

Use Job Stages when you want quick, high-level visibility.
Use Tasks when you need detailed tracking or accountability.

Many shops use both together:

• Job Stages provide a fast overview
• Tasks track the details