Log in to QuickBooks and find your account connection settings

To connect your QuickBooks checking account to another app, you start inside QuickBooks itself. Open your QuickBooks Online account and go to the Settings menu — it's the gear icon in the top right corner. From there, select Apps and integrations, then choose Connected apps.

This page shows every app that currently has permission to access your QuickBooks data. It's also where you'll authorize new connections. The system works by letting you grant permission to specific apps rather than sharing your password with them, which is why the process happens inside QuickBooks first.

If you're connecting an app for the first time, you'll see a search box or a list of pre-built integrations. Search for the app you want to connect — for example, if you're linking to a bookkeeping tool or a payment processor, type its name here.

Key Takeaways

  • You authorize third-party apps through QuickBooks Settings, not by giving them your password directly.
  • The app you're connecting to will redirect you to QuickBooks to approve the connection, then back to the app once permission is granted.
  • QuickBooks shows you exactly what data each connected app can see — usually bank transactions, customer records, or invoice history.
  • You can revoke access to any app at any time by removing it from your Connected apps list.

Grant permission to the app and choose what data it can access

Once you've found the app in QuickBooks, click Connect or Authorize. You'll be taken to a permission screen that lists what the app is asking to see — for instance, "read bank transactions" or "view customer information." Read this list carefully, because it tells you exactly what the app will be able to access.

Some apps only need to read your bank data (they can see transactions but can't change anything). Others need write access, meaning they can create invoices, record payments, or update customer records on your behalf. The permission screen always specifies which level of access is being requested.

Click Authorize or Allow to confirm. You'll then be sent back to the app you were trying to connect. At this point, the connection is live — the app can now pull data from your QuickBooks account according to the permissions you granted.

Verify the connection is working in both places

After authorization, check two things. First, go back to QuickBooks Settings and confirm the app now appears in your Connected apps list. It should show the date it was connected and what permissions it has.

Second, check the app itself. Most apps will show a confirmation message or a status indicator saying the QuickBooks account is connected. Some apps require you to select which QuickBooks account to use if you have multiple ones — make sure you've picked the right one, because the app will only pull data from the account you select.

If the app shows an error or says the connection failed, go back to QuickBooks Settings and try removing the app, then re-authorizing it. Sometimes the connection needs to be refreshed, especially if you've recently changed your QuickBooks password.

Understand what data the app can see and change

The permission screen during authorization is the only time QuickBooks tells you explicitly what the app can access. Write down or take a screenshot of those permissions so you remember later. Common permission levels include:

  • Read-only access to transactions: The app can see your bank deposits, checks, and transfers, but cannot create or modify them.
  • Read and write access to invoices: The app can see your invoices and can create new ones or mark them as paid.
  • Customer data access: The app can view your customer list and contact information.
  • Full account access: The app can see and modify most of your QuickBooks data — this is rare and usually only granted to accounting software or your accountant's tools.

If an app is asking for more access than it needs, you can usually deny that permission and still use the app's basic features. However, some apps won't function at all without the access they're requesting — in that case, you have to decide whether you trust the app enough to grant it.

Disconnect an app if you no longer need it

To remove an app's access to your QuickBooks account, go back to Settings, select Apps and integrations, then Connected apps. Find the app in the list and click the three-dot menu next to it, then select Disconnect. Confirm the removal when prompted.

Once you disconnect an app, it can no longer read or change anything in your QuickBooks account. The app itself may still exist on your computer or phone, but it won't be able to pull any new data from QuickBooks. If you reconnect it later, you'll have to go through the authorization process again.

Disconnecting an app does not delete any data the app previously created in QuickBooks — for example, if a payment app recorded a transaction, that transaction stays in your account. It only stops the app from accessing your account going forward.

Troubleshoot common connection problems

If the app won't connect or keeps disconnecting, the most common causes are a changed password, a revoked permission, or an outdated version of the app. Start by checking that you're using the current version of the app — update it if there's a newer one available.

Next, check your QuickBooks password. If you've changed it recently, the app may be using the old one. Disconnect the app from QuickBooks Settings, then reconnect it. You'll be asked to log in again, which will refresh the app's access with your current password.

If the app still won't connect after those steps, check whether QuickBooks has revoked the app's access. This sometimes happens if QuickBooks detects unusual activity or if the app hasn't been used in a long time. Go to Connected apps and see if the app is still listed. If it's not there, the connection was revoked — you'll need to reconnect it from scratch.

Some apps also require you to have a specific QuickBooks subscription level. For example, certain integrations only work with QuickBooks Plus or higher, not with the basic plan. Check the app's system requirements to confirm your subscription supports it.

Frequently Asked Questions

Do I have to give the app my QuickBooks password?

No. The authorization process in QuickBooks Settings lets you grant permission without sharing your password. The app never sees your password — it only receives a token that lets it access the specific data you approved. If an app asks for your password directly, do not give it to them.

Can I limit what data a connected app can see?

The permission level is set when you authorize the app, and most apps don't let you customize it further. You either grant the permissions they request or you don't connect the app. If an app is asking for more access than you're comfortable with, you can choose not to connect it, or contact the app's support team to ask if they offer a more limited integration.

What happens to my data if I disconnect an app?

Disconnecting an app stops it from accessing your QuickBooks account, but it does not delete any data the app previously created or recorded. Transactions, invoices, or customer records that the app added to QuickBooks remain in your account. Only the app's ongoing access is removed.

Can I connect the same app to multiple QuickBooks accounts?

Yes. You can authorize the same app for each QuickBooks account you own. When you connect, you'll be asked which QuickBooks account to link to. Make sure you select the correct one, because the app will only pull data from that specific account.

Why does my app keep asking me to reconnect?

This usually happens if you've changed your QuickBooks password, if the app's access was revoked, or if the app hasn't been used in several months. Disconnect the app from QuickBooks Settings and reconnect it. You'll be asked to log in again, which refreshes the connection with your current credentials.