Integration
QuickBooks job management with Karya Falak
For QuickBooks job management, Karya Falak connects to QuickBooks Online so every invoice you issue from a job appears in your QuickBooks company with the right customer, lines and GST, matching to the cent. Payments go both ways: a payment taken in Karya Falak is applied in QuickBooks, and one recorded in QuickBooks shows on the job as Paid in QuickBooks. The connection has been live since 29 October 2026 and is included on both plans.
What syncs with QuickBooks
| Record | Karya Falak to QuickBooks | QuickBooks to Karya Falak |
|---|---|---|
| Invoices | Created when issued, with your number, dates, lines and GST | A void or delete there is flagged for you to review |
| Customers | Matched by email, then name; created only if new | Not changed |
| Payments | Applied in full to the invoice, to the account you choose | Shown on the job as Paid in QuickBooks |
| Voids | Sent, so both records match | Flagged, never applied automatically |
Scroll sideways to see every column.
What moves between Karya Falak and QuickBooks Online
How the numbers stay right
Every line goes to QuickBooks under the sales item you choose, with its own GST code and amount. Karya Falak sends the tax total it worked out, so QuickBooks lands on the same total. If QuickBooks ever works out a different figure, the invoice shows a warning so you can check it.
Invoices priced including GST are sent as tax inclusive; others as tax excluded. A customer’s ABN goes into their notes in QuickBooks.
Invoice numbers
Karya Falak sends its own invoice numbers. For them to be kept, turn on custom transaction numbers in QuickBooks; if it is off, QuickBooks numbers invoices itself, and the settings page warns you. If QuickBooks already has an invoice with the same number, Karya Falak stops and asks rather than making a duplicate.
Payments both ways
A payment recorded in Karya Falak, whether by card through Stripe or marked paid by hand for PayID or bank transfer, is sent once to the deposit account you choose. Card payments can go to their own account, with the Stripe charge as the reference.
A payment recorded in QuickBooks comes back to the right invoice, even when one QuickBooks payment covers several invoices. It shows as Paid in QuickBooks, and while QuickBooks is connected it can only be removed there.
Setting it up
- Turn on QuickBooks in Settings, under Features.
- As the owner, choose Connect, sign in to Intuit and pick your company.
- Choose the sales item, the GST code for each Karya Falak tax code, and the deposit accounts.
- Decide whether to send invoices from before today with Earlier invoices.
- Issue an invoice and check it on the invoice page’s QuickBooks bar.
If a change is missed
QuickBooks tells Karya Falak about changes as they happen. As a safety net, Karya Falak also asks QuickBooks what has changed every 15 minutes, so a payment recorded there is not lost if a notice goes missing. If QuickBooks is busy, jobs wait and retry by themselves; anything that needs a person is shown to owners and admins once.
Moving from Xero to QuickBooks, or back
A business uses one accounting system at a time, so you cannot connect QuickBooks while Xero is connected. Disconnect one, then connect the other. Invoices already sent stay where they are.
Questions
Does it work with QuickBooks Desktop?
No. The connection is for QuickBooks Online.
Is it included in my plan?
Yes, on both Starter and Growth. See pricing.
Why does QuickBooks say a customer name is taken?
QuickBooks needs names to be unique across customers, suppliers and employees. If a supplier or employee already has the name, Karya Falak adds a small difference to the customer’s name so the invoice still goes through.
Do job costs go to QuickBooks?
No. Costs and profit from job costing are management figures that stay in Karya Falak.
Keep QuickBooks in step without retyping
Start a 14-day trial, connect QuickBooks Online and send your first invoice across.