How to Integrate Protemos with QuickBooks?

• 26 September 2025
• QuickBooks
• Written by George Dockrell

Protemos is a translation management system built specifically for language service providers, including freelance translators and translation agencies. It offers a centralized platform to manage projects, clients, vendors, and finances with greater efficiency and fewer manual processes.

The system helps users oversee translation jobs from start to finish—assigning tasks, tracking deadlines, and sharing documents securely in one place. Client and vendor management is streamlined with stored rates, job histories, and payment records. On the financial side, Protemos supports automated invoice generation, quote creation, and detailed reporting, making it easier to keep track of business performance.

Designed for flexibility, Protemos is available as a cloud-based service with an on-premises option for organizations that need more control over deployment. Built-in collaboration tools and user-based permission settings make it suitable for both small teams and growing agencies.

To simplify accounting and improve financial visibility, Protemos can be integrated with QuickBooks. This integration allows businesses to sync invoices, monitor payments, and maintain consistent financial records without switching between platforms. In the sections ahead, we’ll walk you through the steps to connect Protemos with QuickBooks and get the most out of both systems.

Why Integrate Protemos with QuickBooks?

Connecting Protemos with QuickBooks brings meaningful advantages for translation professionals aiming to streamline financial processes and cut down on manual tasks. It creates a smoother connection between project tracking and accounting, helping agencies and freelancers manage operations with greater ease.

• Invoices created in Protemos can be transferred to QuickBooks quickly and accurately. This eliminates the need to re-enter billing information and keeps both systems aligned for easier reconciliation and faster client billing.
• Manual invoice entry takes time and increases the risk of errors. Automating the transfer process reduces repetitive work and lets you focus on client projects instead. Client information, payment terms, and tax settings remain consistent across both platforms.
• Protemos manages your project and client data, while QuickBooks adds accounting features such as expense tracking and detailed reporting. Using both tools together gives you a clear and organized view of your finances, making business planning easier.
• The integration removes the need to input the same invoice details twice. This helps avoid data inconsistencies and keeps your records accurate and up to date.
• Financial data from Protemos can be analyzed in QuickBooks using built-in reporting tools. This gives you visibility into income, pending payments, and overall performance. It also simplifies compliance and tax preparation.
• This integration is currently available for QuickBooks accounts registered in the United States, making it especially useful for U.S.-based translation businesses.
• You can decide how invoices are linked between the two systems. If needed, invoices can also be unlinked, giving you control over how your financial data is organized.

Setting Up the Integration Between Protemos and QuickBooks

Connecting Protemos with QuickBooks takes only a few steps and allows you to manage invoices between both platforms with greater efficiency. The integration is currently available for QuickBooks accounts registered in the United States.

Follow the steps below to enable and configure the connection:

1. In Protemos, navigate to Settings, then select Integrations and choose QuickBooks. Click the Enable button to begin the setup.
2. You’ll be redirected to the QuickBooks App Store. Click Connect to authorize and establish the integration.
3. To create a QuickBooks invoice from Protemos, open the desired client invoice and scroll to the Linked QuickBooks invoice details section. Click Create QuickBooks invoice to generate it in your QuickBooks account.
4. After the invoice is created, it will appear in the same section. You can click the QuickBooks invoice ID to view it directly in QuickBooks.

   Note: The invoice will only be created if the client name, services, payment terms, and tax settings in Protemos match what is already defined in your QuickBooks account. The client name in Protemos must exactly match the “Customer display name” in QuickBooks.

5. If a QuickBooks invoice was created independently, you can still link it to a Protemos invoice. Click Link QuickBooks invoice, select the invoice from the list, and then click Link to establish the connection.
6. To remove a linked invoice, click the Unlink QuickBooks invoice button in the same section.

With the integration in place, invoice management becomes faster and more accurate by keeping both systems aligned without the need for repeated manual entry.

Apps4Rent Support for Protemos and QuickBooks Integration

Streamline your integration process by working with Apps4Rent, a trusted Intuit Authorized Hosting Provider. Whether you’re using QuickBooks Online or QuickBooks Desktop, our team brings deep expertise in connecting accounting platforms with third-party tools like Protemos.

We offer secure, high-performance QuickBooks hosting solutions supported by SSAE 16-certified infrastructure. From setup to post-deployment support, we handle every step with precision so that you can focus on your translation projects while we take care of the technical details. Connect with our QuickBooks specialists by chat, phone, or email to get personalized support and make your Protemos and QuickBooks integration smooth and hassle-free.