Connecting QuickBooks puts each contractor's compliance status on their vendor record in QuickBooks Online, as a PDF attachment you can open from the vendor. The whole setup is on Settings → Integrations → QuickBooks Online.
You don't need a key or a password
There is nothing to copy out of QuickBooks and paste in here — no client ID, no secret, no API key. You sign in on Intuit's own page, and Intuit asks whether TrackMyVendor may access your company. Your QuickBooks password is never entered into TrackMyVendor and never reaches us.
The QuickBooks user you sign in as has to be allowed to connect apps to the company, which usually means an admin.
Connect and match
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Start from Settings
Go to Settings → Integrations and click Connect to QuickBooks in the QuickBooks Online section.
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Approve the connection at Intuit
You're taken to Intuit. Sign in, pick the company if you have more than one, and click Connect. Intuit sends you straight back.
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Check the suggested matches
You land on QuickBooks Matches: one row per active contractor. Where a contractor's name matches a QuickBooks vendor — ignoring capitals, punctuation and endings like LLC or Inc — the vendor is filled in and highlighted as a suggestion.
Suggestions are only suggestions. Nothing is linked until you click Match on a row, or Accept suggested matches to take them all at once. If two vendors could be the same contractor, no suggestion is made.
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Match the rest by hand
For the rest, start typing in the row's box and pick the QuickBooks vendor from the list, then click Match. Added a vendor in QuickBooks since connecting? Click Refresh QuickBooks list first.
With a long roster, click Unmatched to see only what's left, and search by contractor name. The list is paged; matching a row keeps you on the page you were on.
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Sync
Back on Settings → Integrations, click Sync now to write the first status files straight away. Reload the page after a few seconds to see the result next to last synced — for example "3 updated, 12 unchanged".
What you'll see in QuickBooks
Open a matched vendor in QuickBooks and look at its attachments. There is one PDF, named for the status so you can read it without opening it:
- TrackMyVendor - COMPLIANT.pdf
- TrackMyVendor - NOT COMPLIANT.pdf
- TrackMyVendor - NO DOCUMENTS ON FILE.pdf
Inside: the contractor's name, the status, the date it was checked, everything that is expired, expiring or short of your requirements, and a link back to the contractor in TrackMyVendor. The status is the same one the contractor's badge shows here — see what the statuses mean.
Note
Pausing, unmatching and disconnecting
- Pause: untick Attach compliance status to vendor records. Nothing is written until you tick it again.
- Unmatch one contractor: Manage matches, then Unmatch on the row.
- Disconnect: Disconnect on the Settings panel. This withdraws our access at Intuit and removes your matches.
In all three cases the PDFs already in QuickBooks are left where they are, as a record of what was true — they just stop updating. Delete them in QuickBooks if you don't want them.
Careful
What happens next
When something on a matched contractor changes in TrackMyVendor — a certificate uploaded, a date corrected, a waiver granted, your coverage requirements edited — their PDF is updated within a couple of minutes. Every night TrackMyVendor also checks every matched contractor, which is what catches a certificate expiring on its own.
When a status or anything listed on it has changed, the new PDF is attached first and the old one removed, so a vendor is never left without one. When nothing has changed, nothing is written. Archived contractors are skipped and keep their last file.
If your plan changes to one without integrations, updates stop; they resume as soon as the plan includes them again.