How to Integrate Ruddr with QuickBooks?

• 08 September 2025
• QuickBooks
• Written by George Dockrell

Ruddr is a modern Professional Services Automation (PSA) platform built for small to midsize service firms such as consultants, marketing agencies, IT providers, and software development teams. It consolidates core business functions like project management, resource scheduling, time and expense tracking, and billing into one cloud-based workspace.

With Ruddr, teams can manage tasks and budgets, track billable utilization, and forecast revenue using real-time dashboards and key performance indicators. Time entry is made easier with automated reminders through email and Slack. The platform also supports flexible invoicing in more than 150 currencies, making it ideal for global operations. It is designed for rapid deployment, minimal training, and pricing based on actual user activity.

Ruddr’s built-in automation and integrations help reduce manual effort and improve operational efficiency. It connects with commonly used tools across finance, HR, CRM, and collaboration platforms. One of its key integrations is with QuickBooks, which allows teams to align project activities with accounting functions for seamless billing, payment processing, and financial reporting.

Key Benefits of Integrating Ruddr with QuickBooks Online

Integrating Ruddr with QuickBooks Online helps connect project delivery with financial reporting, reducing friction between operations and accounting. This integration offers practical advantages that simplify workflows, increase accuracy, and save time across departments.

• Invoices published in Ruddr are automatically synced to QuickBooks Online, eliminating the need for manual duplication and keeping billing records consistent across both systems.
• Payments entered in either Ruddr or QuickBooks are mirrored in the other, maintaining accurate records regardless of where the transaction is logged.
• Manual changes made to invoices in QuickBooks are communicated back to Ruddr, helping avoid discrepancies and simplifying reconciliation.
• Credit notes created in Ruddr are pushed directly to QuickBooks, streamlining the process for handling refunds or adjustments.
• Ruddr supports multicurrency at the project level; QuickBooks handles it at the customer level. Proper setup ensures accurate currency mapping and reporting.
• Manual overrides are available for mismatched names.
• Integration cuts down on repetitive data entry and reduces the risk of errors, freeing up time for both finance and project teams.
• Billable expenses in Ruddr are mapped to QuickBooks products or services, ensuring accurate financial treatment and proper reporting.
• Users can send invoices with supporting documentation, such as reports or receipts, while keeping both systems in sync.
• With consistent financial data across both platforms, organizations benefit from better reporting, audit readiness, and overall financial visibility.

How to Integrate Ruddr with QuickBooks?

Integrating Ruddr with QuickBooks Online enables synchronized invoicing, tax handling, and accurate client billing by aligning your operational and accounting data. Before initiating the integration, ensure your data is consistent between both platforms for a smooth setup. Follow the steps below to complete the process:

1. Ensure that client names, invoice items, and tax rates in Ruddr match the corresponding entries in QuickBooks exactly. This enables automatic data mapping during setup.
2. Go to Settings from the main navigation bar and select the Integrations tab. Under Available Integrations, locate QuickBooks and click Install.
3. Log in to your QuickBooks Online account if prompted. On the authorization screen, review the permissions and click Connect to link the two systems.
4. Ruddr will automatically map clients, invoice items, and tax codes to their corresponding entities in QuickBooks, provided their names match exactly.
5. If any items are not automatically mapped, click the Edit button next to the relevant row (Clients, Invoice Items, or Tax Rates) to open the mapping drawer. Match any remaining items manually.
6. Ruddr requires a default Product/Service to associate with unmapped invoice items. Click the Edit icon in the Configuration row and select the appropriate default value.
7. In QuickBooks, go to Settings > Products and Services and click New. Choose Non-Inventory, name it “Expenses,” and associate it with the Billable Expense Income account.
8. In Ruddr, go to Settings > Custom Data > Project Types. Assign each project type an appropriate Invoice Item for proper revenue categorization in QuickBooks.
9. Similarly, go to Settings > Custom Data > Expense Categories in Ruddr. Edit each category to map it to an Invoice Item. This is useful if your organization needs to distinguish between different types of billable expenses.

Contact Apps4Rent for Streamlined Ruddr and QuickBooks Integration

Integrating Ruddr with QuickBooks Online helps eliminate redundancies, reduce manual errors, and unify your project and financial data in real time. From synchronized invoicing to seamless payment tracking, this connection simplifies operations for service firms and enhances financial visibility across departments.

Apps4Rent, an Intuit Authorized Hosting Provider, offers attractive QuickBooks Desktop Hosting plans along with comprehensive QuickBooks integration support. Our experts help you get the most out of your PSA and accounting software with secure cloud hosting, timely assistance, and reliable performance. Contact us today to explore hosting options or to get guidance on integrating QuickBooks with platforms like Ruddr.