Switching guide

Move from QuickBooks — without losing QuickBooks.

You shouldn't have to fire QuickBooks to get scheduling, dispatch, and customer-portal features it was never built to do. Bring your operations to Grunlo. Keep your books in QuickBooks. The two stay in sync.

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Two-way QuickBooks Online sync · No accounting reset · Your books stay your books

Important to be clear

This is not “leave QuickBooks.” This is “stop using QuickBooks for the things it isn’t.”

A lot of field service businesses use QuickBooks for everything — including scheduling, customer notes, recurring services, even crew dispatch — because that’s where the customer list lives. Grunlo is a clean operations layer that sits next to your QuickBooks. Your accountant won’t notice the difference except that the books are tidier.

Stays in QuickBooks

Your chart of accounts and books — not touched. Tax filings, P&L, balance sheet are unchanged.
Your accountant’s workflow — they continue working in QuickBooks the same way they always have.
Vendor & bill payment — we don’t do that; QuickBooks still does.
Payroll — if you use QuickBooks Payroll, that’s independent and continues unchanged.
Sales-tax filings & reports — QuickBooks Tax handles these as before.

Moves to Grunlo

Customer relationship management — notes, gate codes, photo history, recurring service settings, customer portal
Scheduling and dispatch — today’s jobs, this week, recurring schedules, route optimization, crew assignments
Estimates and approvals — online estimate signing, customer-portal approval, proposal templates
Invoice creation and customer payment — auto-invoice on completion, online card / ACH, automated reminders
Customer communications — SMS inbox, missed-call text-back, marketing campaigns, voicemail transcription

Stays in sync, both directions

Customers — create or update in either system; the other side reflects it
Invoices — created in Grunlo, posted to QuickBooks for accounting
Payments — received in Grunlo via Stripe, recorded against the QuickBooks invoice automatically
Service items / chart of revenue accounts — mapped during setup; respected on every sync

The process

How the switch actually works.

No accounting reset. No QuickBooks downtime. Two-way sync from day one.

1

Start a free Grunlo trial.

Sign up in under 60 seconds. We provision your subdomain (your-business.grunlo.com) and your starter inbox. Your QuickBooks Online account is unchanged.
Time: 5 minutes
2

Connect QuickBooks via OAuth.

From Settings → Integrations, click Connect QuickBooks Online. You’ll be sent to QuickBooks to authorize, then bounced back. We pull your customer list, service items, and chart of accounts. Sync is read-only at this stage — nothing changes in QuickBooks.
Time: 5 minutes
3

Map services and revenue accounts. Add operations data.

You map your QuickBooks service items to Grunlo service types (we suggest a default mapping for each). Then you add the operations data QuickBooks doesn’t hold: gate codes, customer notes, photos, recurring schedules, crew permissions. We do this on a free 30-minute call if you’d rather not do it yourself.
Time: 1 hour (or one call with us)
4

Turn on two-way sync. Start invoicing from Grunlo.

Flip sync to two-way. Your next job-completion invoice gets created in Grunlo, posts to QuickBooks within 60 seconds, and the customer’s payment via Stripe lands back in QuickBooks too. Your accountant won’t see anything weird — just cleaner data.
Time: 5 minutes

Your QuickBooks subscription stays where it is.

You keep paying QuickBooks Online for QuickBooks Online. Grunlo is additive, not a replacement. The math works because the operations time you save each week (no more retyping invoices, no more chasing payment by phone, no more weekend schedule rework) is meaningfully more than the cost of the new tool.

Day one

What changes the moment you start using it.

For your office staff

Customer phone calls are answered with the customer’s history visible (jobs, photos, balance, notes). Estimates go out from a template, not from a Word file. Invoices send themselves. Payment reminders run on a schedule. Your office stops being a ticketing system run from your inbox.

For your bookkeeper / accountant

QuickBooks looks the same except cleaner. Invoices arrive auto-categorized to the correct revenue account. Payments are matched to the correct invoice. Customer-balance reconciliation that used to take an hour a week takes 5 minutes — mostly just confirming nothing weird happened.

For your crew

They see their schedule on their phone. They take photos that auto-attach to the job. They mark jobs complete and the invoice fires automatically. They stop having to call the office to ask “where am I going next?” or “did the customer pay?”

FAQ

QuickBooks-specific questions, plain answers.

Everything you need to know before getting started.

No. The QuickBooks side is unchanged for the first phase. Once you turn on two-way sync, Grunlo creates new invoices and records new payments in QuickBooks. We don't touch historical data. Your books are your books.

The two-way sync is only with QuickBooks Online today. If you're on Desktop and want to switch, the path most operators take: migrate Desktop → Online first (Intuit has a tool for this), then connect Online to Grunlo. We can recommend an accountant who specializes in Desktop → Online migrations if you don't already have one.

You can keep using QuickBooks Tax (the default for most QuickBooks Online customers) and let it own sales-tax calculation and filings. Or you can use Stripe Tax via Grunlo for jurisdiction-aware calculation at invoice time. Most operators let QuickBooks own filings and let Grunlo calculate at invoice time — the two are compatible.

During setup, you map Grunlo service types (Lawn Mowing, Pruning, etc.) to specific QuickBooks income accounts. Going forward, every invoice posts to the right account automatically. We default to a sensible "Service Revenue" mapping if you don't care to be granular — you can always reconfigure later.

Each Grunlo tenant connects to one QuickBooks Online company. If you run multiple businesses with separate books, you have a few options: a separate Grunlo tenant per business, or a single tenant with class-tracking inside QuickBooks. We'll talk through the right setup on a free 30-minute call.

Only that things got better. Their invoices arrive on time. They can pay online with a saved card. They can see job photos in a real customer portal. They'll think you finally upgraded your office. (You did.)

Add the operations layer QuickBooks was never built to be.