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Introduction
Welcome — what this guide covers
Press play to start. This walkthrough covers both QuickBooks Online and Desktop setup in one guide.
1
Both versions — Start here
Tell Nabbit which QuickBooks you use
Open Integrations from the left nav. Under Accounting system, select the option that matches your setup.
Integrations → Accounting system
Accounting system
Tell us which QuickBooks you use. QuickBooks Desktop has no live connection — Nabbit gives you a copy/paste export instead.
I use QuickBooks Online
Connect below so Nabbit can sync accounts and post bills automatically.
I use QuickBooks Desktop
Nabbit generates a tab-separated block you paste into the Enter Bills grid.
→Online users: continue to Step 2. Desktop users: skip to Step 5.
QuickBooks Online — Steps 2–4
2
Connect
Connect your QuickBooks Online account
Scroll down to the QuickBooks Online card. Select Production for your live company file, then click Connect QuickBooks.
Integrations → QuickBooks Online → Connect
QuickBooks Online
Pull chart of accounts, vendors, and classes; post bills from approved receipts.
Environment
⚠Use Production for your live company. Sandbox connects to a separate Intuit demo company and won't see your real books.
3
Reference Data
Sync your chart of accounts and reference data
Once connected, Nabbit pulls your chart of accounts, tax codes, vendors, and jobs automatically. These populate the dropdowns when coding receipts.
Integrations → QuickBooks Online → connected
Acme Construction Ltd.
Realm ID: 9341002360 · Production · Connected Aug 17, 2026
Reference data
Last synced 2 minutes ago
Chart of accounts
Every active expense, liability, and bank account.
186 accounts synced
Tax codes
GST, HST, QST and custom codes.
6 tax codes synced
Vendors
Your QBO vendor list.
94 vendors synced
Jobs & customers
For tagging receipts by project.
18 jobs synced
✓After sync, the GL account dropdown on every receipt shows your actual QBO accounts. No manual entry needed.
4
Posting Mode
Choose how QuickBooks receives your card transactions
If your bank already pushes transactions into QBO via a direct feed, choose bank feed mode — Nabbit will attach receipt images to existing transactions instead of creating new ones.
Integrations → Posting mode
How does QuickBooks receive your card transactions?
Switch anytime — this changes how the Post to QuickBooks page behaves.
Nabbit posts them directly
We'll create the expense entries in QuickBooks when you submit.
My bank feed already brings these in
We'll match your receipts to the transactions your bank feed created — no duplicate entries.
⚠If you use a bank feed, choose bank feed mode. Posting directly when a feed is active will create duplicate transactions in QBO.
✓
QuickBooks Online is ready
Approve receipts in Nabbit, then use Post to QuickBooks to submit them as bills.
🖥
QuickBooks Desktop users — continue here
Nabbit needs two things from you: a trial balance export for your chart of accounts, and a Sales Tax Code list printed to PDF. Steps 5–7 walk you through both.
QuickBooks Desktop — Steps 5–7
5
Trial Balance
Export your trial balance from QBD and upload it
Nabbit reads your GL accounts from a trial balance file you export from QuickBooks Desktop. Do this once per period or whenever your chart of accounts changes.
In QuickBooks Desktop first
Reports → Company & Financial → Trial Balance → Excel (Export)
Save as .xlsx or .csv. No need to clean up — Nabbit finds the header row and account column automatically.
Integrations → Upload your trial balance → after upload
✓
Trial balance uploaded
Your GL accounts come from your uploaded trial balance.
Upload another trial balance
File (CSV or Excel)
TrialBalance.xlsx
Period start
2026-07-01
Period end
2026-07-31
Uploaded Trial Balances
| File | Source | Period | Rows | Uploaded |
|---|---|---|---|---|
| TrialBalance.xlsx | Manual | Jul 31 → Jul 31, 2026 | 221 | Aug 17, 2026 |
⚠If your TB has account number and name combined in one column (e.g. "10100 · Cash"), that's fine — Nabbit splits them automatically.
6
Sales Tax Codes
Print your Sales Tax Code list from QBD and upload it
Nabbit needs your tax code list so the right code is available when coding receipts.
In QuickBooks Desktop first
Lists → Sales Tax Code List → Print List (Ctrl+P) → Save as PDF
QuickBooks Desktop — Sales Tax Code List → Print List
Integrations → Sales tax codes → after upload
File (PDF)
No file chosen
In QBD: Lists → Sales Tax Code List → Print List → Save as PDF.
Your tax codes
| Code | Description | Rate |
|---|---|---|
| E | Tax Exempt | % |
| GST | GST Only | % |
| HST | HST (ON) Only | % |
| QST | QST Only | % |
✓Nabbit reads codes directly from the PDF using AI — no reformatting needed.
7
Tax Rates
Set the rate for each tax code
Rates aren't in the QBD PDF, so you enter them once after upload. Nabbit uses these for statement reconciliation — they don't affect the IIF export itself.
Integrations → Your tax codes → enter rates then Save all changes
Your tax codes
| Code | Description | Rate |
|---|---|---|
| E | Tax Exempt | % ✓ |
| GST | GST Only | % ✓ |
| HST | HST (ON) Only | % ✓ |
| QST | QST Only | % ✓ |
⚠Enter the rate for each code, then click Save all changes.
✓
Complete
Setup complete
You're all set. Approve receipts, then post to QuickBooks Online or export an IIF file for Desktop. Help & Support is always available in the left nav.