PropoKit
- Project + Customer
- Scope + Items
- Pricing + Terms
- Files + Notes
- Accepted Work Prep
QuickBooks Online integration
Proposal software that connects to QuickBooks Online.
Build and deliver the proposal in PropoKit, then use your connected QuickBooks Online company for estimates and invoices. Reuse customer details, review the line items and totals, and send only when you are ready. Invoices require an accepted proposal.
QuickBooks remains the accounting system of record. No background sync of every draft.
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PropoKit
QuickBooks
- Customers
- Estimates / Invoices
- Payments
- Accounting Reports
Estimates and invoices have different rules
Working on a proposal does not send every revision to QuickBooks. You choose the QuickBooks action and review the handoff. An estimate can be created before acceptance; an invoice can only be created for accepted work.
Estimates are optional
Create a QuickBooks estimate when you need one before invoicing. An estimate is not an invoice and does not collect a payment.
Invoices need acceptance
Confirm the customer's approval and mark the proposal accepted before creating its QuickBooks invoice.
Accounting stays accounting
QuickBooks remains the place for invoicing, payments, reporting, and books.
What PropoKit prepares
Customer details
Search connected QuickBooks customers during project setup and review the matching customer instead of entering the same details again.
Project context
The accepted job stays tied to its files, scope, proposal versions, and follow-up history.
Line items and pricing
Products, services, quantities, pricing, and taxable status stay connected to the accepted proposal.
Accepted status
The accepted status is required for an invoice. Optional estimates have a separate action and can be created before acceptance.
Invoice readiness
PropoKit can show whether the accepted proposal is ready, needs review, or is blocked before handoff.
Clean records
The goal is fewer duplicate records, fewer missing details, and less manual cleanup after the sale.
QuickBooks readiness before invoice creation
Review the connected company, customer, items, prices, and taxable status before creating an invoice. Resolve missing details first, and check the result in QuickBooks afterward. Readiness checks help catch problems; they do not replace your accounting review.
Ready
The accepted proposal has the customer, line items, pricing, and required details.
Needs review
Something may need attention before invoice creation, like missing contact info or a zero-dollar line.
Blocked
The proposal is not accepted, QuickBooks is not connected, or required invoice details are missing.
Example: take an accepted installation proposal to an invoice
A customer approves an installation with equipment and labor. The proposal already contains the agreed scope and selling prices. Instead of rebuilding the job in QuickBooks, work from that saved project:
Check the saved proposal
Open the correct project and confirm the accepted status, customer, equipment, labor, and agreed prices.
Review the connection
Confirm the correct QuickBooks Online company is connected. Review customer details and resolve any readiness warnings.
Choose the invoice action
Use the project's QuickBooks action to create the invoice. If this project already has a linked estimate, the invoice can be created from it.
Check the saved result
Wait for confirmation, then review the document in QuickBooks. If a step fails, review the message and existing document before trying again.
Not ready for an invoice? You may choose an estimate instead. Creating an estimate does not request or record a payment by itself. For the earlier sales steps, see the proposal product tour or the AV proposal workflow example.
What stays in PropoKit
PropoKit remains the home for proposal workflow and project context.
- Project files
- Proposal versions
- Scope notes
- Customer-facing proposal sections
- Follow-up status
- Email drafts
- Signing links
- Internal workflow notes
What belongs in QuickBooks
QuickBooks Online remains the accounting system of record. PropoKit does not replace your books, reconcile bank transactions, or provide a QuickBooks Desktop connection.
- Customers
- Estimates or invoices
- Payments
- Accounting reports
- Tax/accounting records
- Bookkeeping workflows
QuickBooks proposal integration questions
Does PropoKit replace QuickBooks?
No. QuickBooks remains the accounting system of record. PropoKit manages the proposal workflow before accounting begins.
Does PropoKit connect to QuickBooks Online or Desktop?
The integration connects to QuickBooks Online. A QuickBooks Desktop connection is not included. You need your own QuickBooks Online account and permission to connect its company.
Can I send an estimate before the proposal is accepted?
Yes. With QuickBooks connected and the required customer and item details ready, you can choose to create an estimate before acceptance. Creating an invoice requires accepted work.
Can PropoKit create invoices in QuickBooks?
Yes. When QuickBooks Online is connected and the accepted proposal is ready, use the project's QuickBooks action to create its invoice. Review the customer, line items, prices, and tax details before sending, then confirm the saved result.
Will every draft appear in QuickBooks?
No. Editing a proposal does not sync each draft to QuickBooks. A document is sent when you explicitly choose the QuickBooks estimate or invoice action and its requirements are met.
Can I reuse a customer already in QuickBooks?
Yes. During project setup, search your connected QuickBooks customers and select the correct match. Review the imported details before saving the project.
Keep proposals clean before accounting starts. Build the proposal, review the handoff, and keep accounting in QuickBooks. Compare Core and Pro or ask about your QuickBooks workflow.