Setting Up Re-Leased and QuickBooks Online Integration

Prevent sync conflicts when connecting Re-Leased to QuickBooks Online

Misaligned QuickBooks Online settings cause sync errors and wrong invoice numbers. Fix this first, then connect. You’ll turn off a few automation settings, verify core lists, and save your changes.

Configure QuickBooks Online sales settings

1. Go to QuickBooks Online > Settings Cog > Accounts & Settings (under Your Company).
2. Open Sales, turn Custom transaction numbers to OFF, then select Save.

Configure QuickBooks Online advanced settings

1. Open Advanced.
2. Turn OFF Automatically apply credits.
3. Turn OFF Automatically invoice unbilled activity.
4. Turn OFF Automatically apply bill payments.
5. Select Save.

Verify required lists and features

1. Confirm Tax Types exist.
2. Confirm your Chart of Accounts (COA) is set.
3. Confirm Products and Services are defined (see Set Up Products and Services below).
4. Enable Classes at the line item level for property tracking (QuickBooks Online Plus & Advanced plans only).

Stop duplicate rent invoices

1. If you invoice rent in QuickBooks Online today, cancel any repeating invoices so Re-Leased holds all income going forward.

Save and confirm

1. Make sure all changes are saved in QuickBooks Online.

Important: Disabling these settings prevents numbering conflicts and unwanted auto-allocations during sync.

Track properties accurately with Classes

Classes in QuickBooks Online mirror tracking in Re-Leased. Create a clear class structure so each transaction maps to the right property.

Create property Classes in QuickBooks Online

1. Go to QuickBooks Online > Settings Cog > All Lists > Classes > New.

Build a class per property

1. Create a parent class, for example Property.
2. Add a subclass for each property.

Link Classes to properties in Re-Leased

1. After you connect, open each property’s Property Details page in Re-Leased and link the matching Class.

Ensure invoices post to the right accounts with Products and Services

QuickBooks Online invoices use Items from the Products and Services list, not direct COA lines. Set up Items for rent and outgoings so revenue lands in the correct accounts.

Create service Items for rent and outgoings

1. Go to QuickBooks Online > Sales > Products and Services > New > Service.
2. Create service Items for rent, outgoings, and other charges. Link each Item to the correct COA revenue or expense account.

Reference video: QuickBooks Online Products and Services Setup

Use the correct Item type

• Income Items (linked to Revenue accounts): Use in Income Invoices and Credit Notes.
• Expense Items (linked to Expense accounts): Use in Expense Invoices and Credit Notes.
• Dual Items (linked to both): Use in all Invoices and Credit Notes.

Keep Re-Leased and QuickBooks Online items aligned

• Use an Item on every income invoice (for example, rent). Do not post directly to a COA line.
• During sync, match any existing Re-Leased rent COA to a QuickBooks Online Sales Item (the Item shows an “S” prefix), not a COA entry.
• When you update Items in QuickBooks Online, Re-Leased updates automatically.

Establish a one-to-one connection without mislinking companies

The link is one Re-Leased company to one QuickBooks Online company. Start the connection from Re-Leased, pick the correct company in QuickBooks Online, and finish back in Re-Leased.

Start the connection from Re-Leased

1. Go to Re-Leased > Settings > Manage Add-ons and Integrations > Connect to QuickBooks.
2. Sign in to your QuickBooks Online account when prompted.

Choose the correct QuickBooks Online company

1. Select the QuickBooks Online company to sync.
2. Choose Next, then select Connect.

Finalize setup in Re-Leased

1. After authorization, you return to Re-Leased to complete setup.
2. If Re-Leased already has data, continue to matching (see Align data with sync preferences). If the Re-Leased company is new, you won’t need to match data.

Important: The connection is a 1:1 link and cannot be reconfigured with different companies later. Ensure you select the correct company before you confirm.

Align data during onboarding with clear sync preferences

Set a start date, map lists, and confirm contacts so your first sync runs clean. Follow the matching flow in order.

Set the sync start date

1. Choose a Sync From Date, then select Continue.

Match Tax Types

1. Map Re-Leased Tax Types to QuickBooks Online tax rates. If a Tax Type has no data, archive it.

Match Chart of Accounts

1. Map Re-Leased accounts to the QuickBooks Online COA. Archive accounts with no data.
2. Make sure any Re-Leased rent COA is matched to a QuickBooks Online Sales Item (with an “S” prefix), not to a COA entry.

Match tracking options

1. Align Re-Leased tracking options with QuickBooks Online Classes.

Synchronize contacts

1. Match existing contacts, create new ones in QuickBooks Online, or archive unused contacts.

Start the first sync

1. Select Continue to proceed through onboarding, then select Confirm to run the first sync.

Control invoice numbering across systems

Keep numbering predictable by letting QuickBooks Online assign final numbers. Turn off custom transaction numbers so both systems stay aligned.

Manage invoices created in Re-Leased

• Re-Leased assigns a temporary invoice number when you create the invoice.
• After approval and sync (with QuickBooks Online custom numbering OFF), QuickBooks Online assigns the invoice number and replaces the Re-Leased number in both systems.

Manage invoices created in QuickBooks Online

• Invoices keep their QuickBooks Online numbers when they sync to Re-Leased.

Keep custom numbering off

Note: Make sure Custom transaction numbers in QuickBooks Online stay OFF (see Prevent sync conflicts) for proper numbering.

Avoid surprises if you disconnect

Know how numbering behaves after you disconnect so you can plan your next steps.

Understand what changes after disconnection

• Invoices in Re-Leased revert to Re-Leased’s numbering.
• New invoices no longer use QuickBooks Online invoice numbers.

Remember key rules that prevent sync issues

Use these quick checks to avoid common setup problems and keep data flowing smoothly.

• Company selection: Re-Leased Company = QuickBooks Online Entity. Pick the correct company when you connect.
• Property tracking: Classes = Tracking. Link Classes to properties after you connect.
• Items vs. COA: Always use Items from Products and Services on invoices, not COA lines.
• Live updates: Changes to Items, Tax Types, or the COA in QuickBooks Online update in Re-Leased automatically.
• Help resources: For more help, use QuickBooks Online support or Re-Leased documentation.

Regional Terminology Note: We use Asia-Pacific/European terms for consistency. In this article, you see Outgoings, which many North American teams call Operating Expenses, and Credit Notes, which North American teams call Credit Memos. If you work in a different region, review our full glossary for side-by-side terms in the Regional Terminology Guide to match wording with your local usage.