This guide helps you connect QuickBooks Online to HexaSync by authorizing HexaSync Automation Engine to access one QuickBooks Online company, then creating a QuickBooks Online Connector App. After the connection, HexaSync gets Products & Services data, ready for the next steps of integrating QuickBooks Online with other systems.
Before you start
- A Beehexa account to sign in to HexaSync Automation Engine. If you do not have one yet, sign up on the same page.
- A QuickBooks Online account with Admin permission for the company you want to connect.
Note:
- You do not need an Intuit Developer account.
- Each Connector App corresponds to one QuickBooks Online company.
- Keep the HexaSync tab open until you finish. If you close the tab partway through, you need to start again from Step 1.
Part 1: Connect QuickBooks Online on HexaSync
Step 1: Open the connection setup page
- Sign in to HexaSync Automation Engine with your Beehexa account.
- Open the QuickBooks Online Connector setup page.
- On the Set up QuickBooks Online Connector screen, check the Not connected status and select Connect.
Step 2: Choose the connection app
- Check that the [QuickBooks Online] HexaSync App app is already selected with the Selected status.
- Select Continue to go on.
Step 3: Sign in to QuickBooks Online
- The browser goes to Intuit. Sign in with a QuickBooks Online account that has Admin permission for the company you want to connect.
- If you are already signed in, Intuit may go straight to the authorization screen.
Step 4: Authorize on Intuit
- Check the company name on the line Connecting HexaSync to [company name].
- If needed, select Show details about data to see what data is shared.
- Select Connect to authorize.
Note: If the company name is wrong, select No thanks and connect again with the right account.
Step 5: Confirm the authorization
- When you are back on HexaSync, check the Connected status and the connection details that were just created.
- Check the message The system is connected. Nothing left to authorize.
- Select Create QuickBooks Online Connector to continue.
Note: The Connected status confirms that access to QuickBooks Online has been granted. You still need to create the Connector App in the next step.
Step 6: Name the Connector App
- On the Enter Connector Name screen, check the two required fields:
| Field | Instructions |
|---|---|
| Name | The name is filled in for you; you can edit it so it is easy to recognize. |
| Description | The description is filled in for you; you can edit it, and Markdown is supported. |
- After you check them, select Continue.
Step 7: Finish the Connector App and check the task
Wait for HexaSync to set up the QuickBooks Online Connector App. When it finishes, the system takes you to the Tasks section.
- Check that the Products & Services task appears.
- In Data Refresh Rate, check the Enabled and Running statuses, with the schedule every 15 minutes.
Result: The Connector App has been created and the Products & Services task is set to get data on a schedule.
Part 2: Re-authorize the QuickBooks Online connection
You need to Re-authorize when access has been disconnected on the QuickBooks Online side, when the connection has an authentication error or no longer shows the Connected status, or when access expires after a period without use.
Step 1: Open the Connector App Settings
- Open Connector Apps and select the existing QuickBooks Online Connector App. Select Settings in the left menu.
- Find Integration Apps & Credentials.
Step 2: Select Re-authorize
- In the QuickBooks Online connection details, select Re-authorize.
Step 3: Authorize again on Intuit
- Sign in to Intuit with the Admin account of the QuickBooks Online company that was connected originally.
- Check the company name and select Connect.
- Go back to Settings on HexaSync and confirm the Connected status.
Note: When you re-authorize, use the same QuickBooks Online company that was connected before.
Part 3: Common errors and how to fix them
| Message | How to fix it |
|---|---|
| The authorization screen was left open for more than 5 minutes | The authorization code is valid for 5 minutes. Start again from Step 1 of Part 1. |
| The HexaSync tab was closed partway through | Open the connection setup page again and start from Step 1 of Part 1. |
| The wrong company was selected | Select No thanks, sign in again with the right account, then repeat the steps. |
| The account does not have Admin permission | Ask an administrator to do it or to grant the right permission. |
| The connection is no longer Connected | Go to Settings and Re-authorize as described in Part 2. |
For other cases, send a screenshot of the error to support@beehexa.com. Do not send passwords or sensitive credentials.
Part 4: Frequently asked questions
What data does HexaSync get from QuickBooks Online?
The QuickBooks Online Connector App in this guide has one task, Products & Services, which gets product and service data.
How often is the data updated?
The Products & Services task is set to refresh every 15 minutes. You can see the next scheduled run in the Tasks section of the Connector App.
Does HexaSync write or change data in QuickBooks Online?
No. The QuickBooks Online Connector App only reads data and does not write or change data in QuickBooks Online. The com.intuit.quickbooks.accounting scope that Intuit grants can allow reading and writing through the Accounting API, but the permission granted is different from what the current task does.
Do I need an Intuit Developer account?
No. You only need a QuickBooks Online account with Admin permission to authorize the connection app that HexaSync has already prepared.
How many companies can one Connector App connect?
One QuickBooks Online company. Create a separate Connector App for each company you need to connect.
Do I have to re-authorize regularly?
No, not under normal conditions. See the cases that need Re-authorize in Part 2.
How do I disconnect HexaSync from QuickBooks Online?
Sign in to QuickBooks Online with a Primary admin or Admin account. Open Apps in the left menu; depending on your interface, it may be under Settings → Apps or App Center. Open My apps and find the HexaSync app. From Action or the ⋮ button, select Disconnect. Select a reason and confirm Disconnect. After you disconnect, the access you granted is revoked and the task cannot get new data from this company until you re-authorize as described in Part 2.