QuickBooks Online Integration

Two ways to connect

QuickBooks Online distinguishes between the user who first connects a company and teammates who join afterward:

• Connect a New Company (admin) — uses Intuit OAuth. Only a QBO Company Admin can do this; Intuit blocks non-admins at the consent screen.
• Join an Existing Company (invited member) — for bookkeepers, accountants, and staff. The admin invites you by email; you verify with a magic link or 6-digit code, no Intuit sign-in required.

Connecting as a Company Admin

Use this path when no one in your organization has connected this QBO company to VictorsSnap yet.

1. In VictorsSnap, open Settings → Connections.
2. Tap Add Connection → QuickBooks Online.
3. You'll be taken to Intuit's secure sign-in page. Sign in with your Intuit account (VictorsSnap never sees your password).
4. Pick the company you want to connect and approve the requested permissions.
5. You'll be returned to VictorsSnap. The connection appears in Settings with the company name, and you become the admin for that company in VictorsSnap.

Joining an existing company (invited members)

Once an admin has connected a QBO company, they can invite anyone on the team to use VictorsSnap against that same company — no Intuit OAuth required from the invited user.

If you're the admin: invite a teammate

1. Open Settings → Connections and tap the QuickBooks company.
2. Tap Manage Members, then Add Member.
3. Enter the teammate's email address and tap Send Invite.
4. The teammate receives an email with a one-tap "Open in VictorsSnap" link and a 6-digit fallback code. Invites expire after 7 days; you can resend or revoke at any time from the Manage Members screen.

If you were invited: accept the invite

1. Install VictorsSnap from the App Store and open it.
2. Open the invite email on the same device and tap Open in VictorsSnap. The app opens straight into the join flow with the link pre-filled.
3. Or, in VictorsSnap, open Settings → Connections → Add Connection → QuickBooks Online → Join an Existing Company. Choose I have a code, enter your email and the 6-digit code from the invite email, and tap Verify.
4. The QBO company appears in your connections list and you can start submitting receipts immediately.

What VictorsSnap can do in QuickBooks

When you approve the connection, VictorsSnap requests the minimum permissions needed through the Accounting scope:

• Read your chart of accounts — to suggest the right expense account.
• Read vendors and customers — to match receipts to the right contact.
• Create vendors — only when you tap "Create new contact" on the review screen.
• Create Purchase, Bill, or Expense transactions — the submitted receipt entries.
• Attach files — so the receipt image lives alongside the entry in QuickBooks.

VictorsSnap never deletes or modifies existing transactions. Anything it creates is a fresh entry that you can review and adjust in QuickBooks.

Multiple companies

If you manage more than one QuickBooks company, you can connect each of them:

1. Open Settings → Connections.
2. Tap Add Connection → QuickBooks Online again.
3. On Intuit's approval screen, sign in to the other company (or choose from the list if you're already signed in).
4. Each connected company appears as a separate row, and you can pick between them on the transaction review screen.

Invited members can also belong to multiple companies — each invite is per-company, so accept each one separately.

Reconnecting an expired connection

QuickBooks Online expires refresh tokens after 100 days of inactivity. When that happens, you'll see an error like "Failed to fetch accounts" or "Could not find this organization's connection".

1. Open Settings → Connections.
2. Tap the QuickBooks row, then Reconnect.
3. Sign in with Intuit again.

Only the Company Admin can reconnect. Once the admin reconnects, every invited member's access resumes automatically — they don't need to do anything. Previously submitted receipts and contact matches are preserved.

Managing members (admin)

From Settings → Connections → [your QBO company] → Manage Members, the admin can:

• Invite a new member by email — generates a fresh magic link and 6-digit code, sent via email. Invites expire after 7 days.
• Resend a pending invite — rotates the code and link and restarts the 7-day clock.
• Remove an active member or a pending invite — the member's device is signed out the next time it calls QuickBooks, and the local QBO connection is cleaned up automatically.

The admin row cannot be removed from the Members list. To hand off admin to someone else, the new admin must connect via Intuit OAuth themselves (and must hold the Company Admin role in QBO).

Leaving or disconnecting

How you remove a QuickBooks connection depends on your role:

• Admin — Open the QuickBooks row in Settings → Connections and tap Disconnect. VictorsSnap revokes the connection on Intuit's side, removes the tokens from your device's Keychain, and removes every invited member's access to that company.
• Invited member — Open the QuickBooks row and tap Leave Company. This removes only your device's access; the admin and other members are unaffected. The admin can also remove you from the Manage Members screen at any time.

The admin can also revoke VictorsSnap from within QuickBooks: sign in and go to the gear icon → Apps → My Apps, then remove VictorsSnap. Doing so disconnects every member.

Common QuickBooks questions