Manufacturing
Keep Critical Parts Inventory in Sync with Cycle Counts
Andrew Benjamin
Jan 16, 2025
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Overview
Connect MaintainX and QuickBooks Online to keep maintenance work and billing in sync. Completed work orders flow into QuickBooks Online as detailed invoices with line items, memos, and costs—saving time on manual data entry, helping you avoid missed invoices, and making it easier to track maintenance-related spend.
Custom integration, built and managed by MaintainX.
Key features
- Create work orders in MaintainX and capture associated parts, time, and costs.
- Push completed work orders from MaintainX to QuickBooks as invoices to reduce manual invoicing and data entry.
- Trigger invoice creation automatically when a work order is marked complete.
- Add context to invoices with line items and memos.
- Automatically map work order details to existing QuickBooks customers and products, or create new customers and products when none exist.
How it works
1. Contact us
Book a tour or contact your Account Manager.
2. Scope the integration
Every business operates differently, and so do its systems. That’s why we work with your team to define requirements, scope the project, and design integrations that fit your workflows—ensuring the final solution meets your needs.
3. Review SOW & quote
A detailed Statement of Work (SOW) and cost estimate will be provided before configuration begins.
4. Configuration & testing
We’ll build, test, and validate integration flows in a staging environment before go-live.
5. Go live & support
After deployment, we provide ongoing support to ensure the integration runs smoothly.
Requirements
- Must have a QuickBooks Online plan.
- Must have MaintainX's Premium or Enterprise Plan.
Hear from a satisfied customer
"The MaintainX integration with QuickBooks Online transformed our procurement and invoicing workflows. Our goal was to streamline operations and reduce double entry, and the MaintainX team went above and beyond to guide us through the process. Now, our maintenance and accounting records are in sync, saving us valuable time on invoicing. The level of visibility across our organization is much better, making sure we keep the right parts stocked while staying within our budget."
Maria Plante
Human Resource Manager
Branch Construction Group
FAQs
Can I create QuickBooks Online invoices based on specific work orders only?
Yes, you can use the work order Category field in MaintainX. Simply set the Category to Invoice when you are ready to trigger invoice creation in QuickBooks Online.
Will invoices be sent to my customers immediately?
No, you can generate invoices and review and approve them before sending them to your customers.
I have parent and subaccounts in QuickBooks Online. Can this structure be mapped to MaintainX as well?
Yes, your MaintainX integration consultant can map your preferred QuickBooks Online accounts structure to MaintainX.
Can I invoice my customers through QuickBooks Online at the end of the month, instead of after every completed work order?
Yes, we recommend triggering estimates for each completed work order. When you are ready to invoice your customers, you can group the estimates in QuickBooks Online and generate an invoice. Estimates will automatically include the Work Order Description from MaintainX. These descriptions will appear as line items on final customer invoices for context.
I am using the Canadian version of QuickBooks Online and sales tax codes are required. How does this work with MaintainX?
The MaintainX and QuickBooks Online integration will default Canadian tax codes to the location of the customer receiving the invoice. The tax code will be applied to every line item on the invoice.
Does the QuickBooks Online integration support MaintainX's Multi-Location Parts feature?
Not yet. While the current integration does not support Multi-Location Parts, we are actively working toward this functionality. Although we can’t provide a specific timeline, please let your account team know if this is a priority for you—your feedback directly influences our roadmap.
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