How do I connect my accounting software?
Short answer
Connect invoices and payments to your accounting software through the built-in connector so paid jobs sync automatically. Map your product and service items to the right accounts once, test with a small invoice, then let ongoing jobs flow without manual re-entry.
Before you start
- An active account with your accounting software.
- Admin access in both systems.
- A clean list of products and services to map.
- A recent backup or export of your books.
Step by step
- 1
Confirm which direction data flows
Decide whether invoices are created in TactStack and pushed out, or created elsewhere and pulled in.
Two systems both trying to be the source of truth creates duplicate records.
- 2
Open the accounting connector
Find it in your integrations settings and authorize the connection with your accounting login.
This is what lets the two systems exchange records securely.
- 3
Map your items to accounts
Match each service or product line to the correct income account in your chart of accounts.
Wrong mapping means clean invoices land in the wrong financial buckets.
- 4
Choose what triggers a sync
Typically invoice creation and payment received are the two events worth syncing.
Syncing every field change instead of key events creates noisy, unreliable books.
- 5
Run a test invoice
Create one small invoice, mark it paid, and confirm it appears correctly on the accounting side.
A test catches mapping errors before they touch real customer records.
- 6
Set a reconciliation cadence
Check weekly at first that totals match between the two systems.
Small sync gaps compound if nobody checks until month end.
- 7
Document the setup
Write down the mapping and sync rules so anyone can troubleshoot later.
Whoever built the connection will not always be the one supporting it.
What good looks like
- Invoices and payments move without manual re-entry.
- Books stay current without end-of-month catch-up.
- Fewer typos and mismatched totals between systems.
- Anyone on the team can trust the numbers in either system.
Common mistakes
The ways this goes wrong in setup, and what to do instead.
No single source of truth›
Invoices get edited in both places and the sync overwrites changes silently.
Do this instead: Pick one system to create and edit invoices, and treat the other as a mirror.
Skipping the item mapping›
Revenue lands in a generic account instead of the right service category.
Do this instead: Map every product and service line to a specific account before going live.
Never reconciling›
A sync failure goes unnoticed for weeks and books drift apart.
Do this instead: Check totals weekly for the first month, then monthly once the connection proves stable.
Frequently asked
5 questions about connect your accounting softwareRelated guides
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