Accounting · QuickBooks Online and Desktop
Works with QuickBooks Online and Desktop.
Thermal runs the service side — equipment, agreements, dispatch, the invoice that comes off the work order. QuickBooks keeps the ledger. Neither one pretends to be the other.
What it is
The QuickBooks integration is a connection between Thermal and your existing QuickBooks company file — Online or Desktop, whichever you already run. Thermal builds the invoice from the completed work order and the agreement's coverage rules, then hands the records that move money across to QuickBooks: invoices, payments, customers.
It is not a migration and not a replacement. Your chart of accounts, your reconciliations and your filings stay exactly where they are. You do not switch accounting products to switch field-service products — the job costing still lives in Thermal, next to the equipment and the agreement it came from.
What moves, which way, and how finished it is.
The connection is live today. The sync running over it is in early access — which means it works and we're still hardening reliability. Check your first few by hand rather than taking our word for it.
| Record | Direction | Status | Notes |
|---|---|---|---|
| Connection | OAuth | Live | Connection UI and OAuth are shipped. This part you can rely on. |
| Invoices | Thermal → QuickBooks | Early access | Queued to post with the same customer and the same amounts as the work order they came from. |
| Payments | Thermal → QuickBooks | Early access | Check or cash taken on site closes the invoice the moment the job does, then queues across. |
| Customers | Both ways | Early access | Existing customers map across; new ones added in Thermal are queued back. Spot-check your list while this hardens. |
| Card payments | — | On the roadmap | Not built. Check and cash are what you can take on site today. |
Sage Intacct and Business Central adapters are on the roadmap. Xero has its own page. The integrations index carries the current status for each.
Who owns what.
The most useful thing an integration page can tell you is where the line is. Three owners, no overlap, nothing bolted on for the sake of a checkbox.
The service and equipment side
What Thermal is built around — the part your accounting software was never meant to do.
- Equipment records and full service history on every unit you maintain
- Maintenance agreements and the recurring revenue they drive
- PM work orders generated from the equipment itself
- Dispatch, scheduling and the mobile field day — photos, signature, offline
- Flat-rate price book straight into the work order and the invoice
- Paid by check or cash on site, invoice closed when the job is
The books
Where your financials belong. Thermal posts to it, it doesn't replace it.
- General ledger, accounts payable and receivable
- Profit and loss, balance sheet, the rest of your financial reporting
- Bank feeds and reconciliation
- Sales-tax tracking and filing
Everything else, in the right tool
Not bolted onto Thermal for the sake of a checkbox. These stay where they're done best.
- Payroll, run in your payroll provider
- Consumer financing on larger replacement quotes, through a financing partner
- Specialised tax filing or advisory, with your accountant
What early access actually means.
Three things to know before you plan a month-end around this.
Check the first few by hand
The connection is solid. The sync running over it is still being hardened, so for the first cycle reconcile what landed in QuickBooks against what Thermal sent — the time-to-invoice clock is only worth watching once you trust what's posting. If something doesn't match we want to hear about it while it still matters.
It won't touch your ledger structure
Thermal doesn't create accounts, restructure your chart, or file anything. It posts invoices, payments and customers. Everything else in QuickBooks stays as your bookkeeper left it.
Leaving is not an event
Your data remains yours. No penalty exit clause, no export ransom — an owner can pull a full export from Settings at any time. The security page documents how that works.
If reliable two-way sync is a hard gate for you right now, say so on the call and we'll tell you honestly where it stands rather than sell you a date.
What people ask about QuickBooks.
Answered against what's shipped today, not what's planned.
Does it work with QuickBooks Desktop or just Online?
Both. Thermal connects to QuickBooks Online and QuickBooks Desktop — you keep whichever one you already run.
Is the sync one-way or two-way?
Two-way sync is the goal, and it's in early access today. OAuth connection and the connection UI are live now; invoices, payments and customers are queued to sync automatically, but we're still hardening reliability — check your first few syncs by hand.
What actually syncs?
Invoices, payments and customers — the records that move money. OAuth connection and the connection UI are live today; automatic two-way sync of those records is in early access while we finish hardening it.
What happens to customers already in my books?
They're queued to map across to Thermal, and new customers you add in Thermal are queued to flow back to QuickBooks. Two-way customer matching is in early access — spot-check your list until it's fully hardened.
If I leave, can I take my data?
Your data remains yours. No penalty exit clause. No export ransom.
Connect it against your own company file.
Bring a sandbox or a real one — we'll run a work order through to an invoice and watch it land in QuickBooks on the call, early access and all.