Let’s be honest: bookkeeping is a pain, especially if you’re running a creative business or a solo shop. You want to send invoices, get paid, and not spend your evenings wrestling with spreadsheets. That’s why tools like Honeybook exist—to make running your business easier. But if your accounting happens in QuickBooks, you might feel like you’re stuck double-entering data or piecing together reports. This guide is for anyone who wants to connect Honeybook and QuickBooks and get on with their real work.
Below, I’ll walk you through the integration step-by-step, cut through the marketing fluff, and point out what actually works (and what’s just noise).
Why Connect Honeybook and QuickBooks?
Here’s the short version:
- Honeybook handles your client-facing stuff—proposals, contracts, payments.
- QuickBooks is where you track all your financials and, if you’re lucky, keep the IRS happy.
If you’re using both, syncing them means: - No double entry (or a lot less of it). - Fewer mistakes from manual copying. - Your accountant will stop sending you passive-aggressive emails.
But there are some quirks and limits to this connection, so read on.
Step 1: Know What Actually Syncs (and What Doesn’t)
Before you start clicking buttons, it’s worth knowing what the integration does and doesn't do. Here’s the honest rundown:
What syncs: - Payments made through Honeybook (client payments, deposits, etc.) - Invoices created in Honeybook - Some client details (depending on setup)
What doesn’t sync: - Expenses logged in QuickBooks won’t show up in Honeybook. - Custom fields and certain project info may not transfer. - If you change or delete things in QuickBooks, it doesn’t update Honeybook. This is one-way sync.
Pro Tip:
If you live in QuickBooks, don’t expect Honeybook to replace it. The integration is best for getting your Honeybook income into QuickBooks automatically. That’s it.
Step 2: Prep Your Accounts
You need accounts with both Honeybook and QuickBooks Online. This integration does not work with QuickBooks Desktop or Self-Employed.
- Check your QuickBooks plan. Only QuickBooks Online (any paid tier) is supported.
- Have admin access to both accounts. You’ll need to connect services and approve permissions.
Heads up:
If you’ve got a bookkeeper or accountant, loop them in now. It’s much easier to set things up right the first time.
Step 3: Connect Honeybook to QuickBooks
Honeybook’s QuickBooks integration is built-in (no third-party tools required), but it’s hidden away in the settings.
- Log in to Honeybook.
- Click your profile photo (top right), then Company Settings.
- In the left sidebar, find Integrations.
- Click Connect next to QuickBooks.
You’ll be prompted to log in to your QuickBooks account and approve the connection. Follow the prompts. If you have multiple QuickBooks companies under one login, make sure you pick the right one.
Got an error?
- Double-check your login details.
- Make sure you’re using QuickBooks Online, not Desktop or Self-Employed.
- Sometimes you need to clear your browser cache (yes, really).
Step 4: Configure Sync Settings
After you connect, you’ll see a few options. Take the time to set these up properly:
Income Account
Pick which income account in QuickBooks you want Honeybook payments to land in. Most folks use “Sales” or something similar. If you’re not sure, ask your accountant.
Payment Mapping
You can map Honeybook payment types (credit card, bank transfer, etc.) to specific QuickBooks accounts. This is mostly for nerds who want ultra-accurate books. If you don’t care, stick with the defaults.
Tax Settings
If you charge sales tax, decide whether Honeybook will send that info to QuickBooks. Sometimes, handling tax in both systems creates double entries. Test with a small invoice first.
Client Sync
Honeybook can create new customers in QuickBooks when payments are received. Good in theory, but it can clutter your QuickBooks with duplicate names if you aren’t careful.
Pro Tip:
If you already have existing clients in QuickBooks, watch out for duplicates. It’s often safer to merge clients afterward in QuickBooks.
Step 5: Test Your Integration
Don’t trust that everything will “just work.” Run a quick check:
- Send yourself a $1 invoice through Honeybook.
- Pay it (use your own card or ask a friend).
- Wait a few minutes, then check QuickBooks.
You should see: - A new invoice or payment under the correct income account. - The client info (sometimes with “HB” in the name). - Any tax, if set up.
If things look weird—wrong account, missing info, duplicate clients—tweak your mapping settings and try again.
Step 6: Watch Out for Common Pitfalls
A few things to keep in mind, learned the hard way:
- Timing delays: Sometimes payments take hours to show up in QuickBooks. Don’t panic right away.
- Partial payments: Honeybook handles deposits and payment plans, but QuickBooks might not always reflect the split perfectly.
- Refunds: Refunding from Honeybook doesn’t always sync to QuickBooks. You may need to adjust manually.
- Disconnects: If you change your QuickBooks password or permissions, the sync can break silently. Check periodically.
Ignore the hype:
This integration is good, but it’s not magic. You’ll still need to reconcile your accounts and check for errors.
Alternatives (If You’re Hitting a Wall)
If the built-in integration isn’t cutting it for you, there are a few workarounds:
- Zapier: You can set up custom automations, but it gets complicated fast and isn’t bulletproof for finances.
- Manual CSV export/import: Old-school, but you control what goes where. Use Honeybook’s export feature and import into QuickBooks.
- Hire a bookkeeper: If you’re spending more than an hour a week fiddling with this stuff, it might be worth it.
When to Ignore the Integration
Honestly, you don’t have to sync everything. If you only have a handful of monthly invoices or prefer tracking things in one system, you can skip the integration and just reconcile monthly.
- For side gigs or low volume, the manual approach is often less hassle.
- If you have complex needs (inventory, multi-currency, etc.), neither Honeybook nor the integration is built for you.
Keep It Simple — and Check Your Books
Tech should make your life easier, not add another headache. Set up the integration, test it, and then check in monthly to make sure it's still working. Don’t assume “set and forget” is safe—accounts can disconnect, and glitches happen. Keep your accountant in the loop, and don’t be afraid to stick with what works, even if it means a little manual work.
Remember: The goal is less busywork, not more. Start simple. Adjust as you go. And if you ever feel like you’re spending too much time on this, step back and rethink what you actually need.