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Detailed setup guide

Connect GLS to QuickBooks Online

Follow this sequence with the GLS onboarding team to activate QuickBooks for your tenant. The connection uses provider authorization; GLS should never ask you to disclose your Intuit account password.

Available with guided activation GLS schedules activation during onboarding, then validates authorisation, field mappings and export behaviour against your accounts setup before the first live export.
1

Prepare your accounts package

Before connecting, confirm that you have:

  • An active QuickBooks Online subscription that supports the required accounting functions.
  • Administrator or equivalent authority to approve a third-party application connection.
  • The correct QuickBooks company already created and accessible.
  • Customer and supplier control accounts ready for normal posting.
  • Nominal or ledger accounts for transport revenue and subcontractor cost.
  • VAT/tax codes for standard-rated, zero-rated, exempt and outside-scope transactions as applicable.
  • The correct base currency and any required GBP/EUR multi-currency capability.
2

Authorise the connection

  1. Sign in to GLS as a tenant administrator.
  2. Open Settings → Integrations → Accounts.
  3. Select QuickBooks Online, then choose Connect.
  4. GLS redirects you to the provider’s secure authorization page.
  5. Sign in using your own Intuit account and review the permissions requested.
  6. Approve the connection only if the named GLS application and requested access are correct.
  7. Select the intended QuickBooks company when the provider asks.
  8. Return to GLS and verify that the expected organisation name is displayed.
Provider passwords remain with the provider. Authorization can be revoked from GLS and, where supported, from the provider’s connected-app settings.
3

Map GLS records to accounting records

GLS recordMap in QuickBooks
Transport customer invoiceSales invoice and transport-revenue account
Customer credit noteSales credit note using the original customer and tax treatment
Subcontractor self-billSupplier bill/purchase record and subcontractor-cost account
Self-bill correctionSupplier credit or permitted correcting purchase record
VAT treatmentProvider tax code mapped from the approved GLS VAT category
Job referenceInvoice reference or tracking field retained for reconciliation

Required GLS mapping decisions

  • Default transport-sales nominal/ledger account
  • Default subcontractor-cost nominal/ledger account
  • VAT/tax-code mapping for every GLS billing category in use
  • Customer and supplier matching rule
  • Document numbering and GLS job-reference placement
  • Whether new contacts may be created or must already exist
4

Run the validation check

  1. Choose Validate connection in GLS.
  2. Confirm that GLS can identify the selected QuickBooks company.
  3. Review the retrieved currencies, tax codes and nominal/ledger accounts.
  4. Resolve every missing mapping; do not enable posting with incomplete VAT mapping.
  5. Use the GLS non-posting preview to inspect a sample invoice and self-bill mapping.
  6. Have an authorised finance user approve the mapping and activation.
5

Control the first live export

  1. Select one low-risk, approved GLS customer invoice.
  2. Export it once and wait for a provider document identifier.
  3. Open QuickBooks and confirm the customer, value, currency, VAT and revenue account.
  4. Return to GLS and confirm that the same provider identifier is recorded in the audit history.
  5. Repeat separately for a credit note and subcontractor self-bill before allowing routine use.
Never create a second export merely because a response is delayed. Check the GLS export status and the provider first to avoid duplicate accounting documents.
6

Disconnect or reconnect safely

  1. Pause new accounts exports in GLS.
  2. Resolve or document every pending and failed export.
  3. Open Settings → Integrations → Accounts → QuickBooks.
  4. Choose Disconnect and confirm the organisation being disconnected.
  5. Revoke provider-side application access where required by your policy.
  6. Reconnect through the normal authorization flow and rerun validation.
  7. Do not retry historical exports until GLS has confirmed their provider status.

Provider reference

Official authorization documentation

This technical provider reference explains the authorization method used by the package. Ordinary GLS users should connect through GLS rather than creating their own developer app.

Open QuickBooks Online authorization documentation ↗