Managing daycare finances shouldn’t feel like a puzzle. That’s why Parent™ now integrates smoothly with QuickBooks, the trusted accounting software loved by businesses worldwide. With this powerful integration, you can automatically sync invoices, track payments, and generate real-time financial reports—without double data entry or manual errors. Whether you're a center owner or admin, this setup will save you time and help you stay in control of your finances effortlessly.
What to Do Before You Integrate Parent with QuickBooks
To connect Parent with QuickBooks, you’ll first need an active QuickBooks Online account (the Desktop version won’t work with this integration). Don’t worry—it’s quick to set up, and once you're in, you’ll be able to sync your invoices, payments, and financial data seamlessly.
👩💻 Set Up Developer Access for QuickBooks Integration (For Admins or Technical Users)
If you're part of your center’s technical team—or managing your own custom integration—you’ll need to authorize Parent with QuickBooks through the Intuit Developer Portal. Follow the steps below to configure the connection securely:
🔐 Set Up QuickBooks Developer Access (Advanced)
1️⃣ Log In to the Intuit Developer Portal
Go to the Intuit Developer Portal.
Log in or create an account if you don’t have one yet.
2️⃣ Create a Workspace
Click My Hub (top right), then select Workspaces.
Click the ➕ sign and choose Get Started.
📝 Complete the Required Details
When setting up your workspace in the Intuit Developer Portal, you’ll need to fill in the following information:
Basic Info
Enter a Workspace Name.
Use something clear and descriptive like Parent QuickBooks Integration
Company Info
Doing Business As: Enter the everyday name your center uses
Company Name: Use your legally registered business name.
Address: Enter the full street address of your center or company.
Company Address 2 (Optional): Add any extra info like an apartment number, PO Box, or suite.
Location: Fill in your city, state or region, and ZIP/postal code.
Contact Info
Contact Name: Enter the name of the person responsible for managing the integration (often your admin or IT lead).
Email: Use a reliable email address that can receive follow-up messages.
Phone Number: Add a direct number in case support or verification is needed.
After entering all the required details, click Submit.
You’ll see this confirmation message:
🎉 “Your workspace is ready to go!”
3️⃣ Configure the Workspace
Now that your workspace is created, it's time to configure your QuickBooks App within it.
Follow these steps:
🔁 Step 1: Access Your Workspace
To begin configuring your integration app, follow these steps:
In the top-right corner, click My Hub.
Click Workspaces, then select the workspace you just created.
Once inside the workspace, click the ➕ (plus) sign to add a new app.
🔧 This is where you’ll officially create the app that links QuickBooks to Parent.
After adding the app, click Get Started to begin the configuration process.
🧭 Step 2: App Type is Preselected
You'll see the screen labeled “Select an app type”, with QuickBooks Online and Payments automatically selected.
No action is needed here—this is the only available option, and it covers everything required for your integration.
📝 Step 3: Enter Basic Info
On the Tell us about your app screen, enter a name for your app in the App Name field (e.g., Parent Integration or Little Explorers QB Sync).
The name must be at least 3 characters long and cannot include special characters.
Click Next to move on.
🔐 Step 4: Add Permissions
Now it’s time to define what your app is allowed to do within QuickBooks.
On the Add Permissions screen:
Select the permissions your app will need:
✅
com.intuit.quickbooks.accounting(Required)
Grants access to accounting features like invoices, expenses, and reports.✅
com.intuit.quickbooks.payment(Optional)
Enables syncing and tracking of payments, if your setup includes them.
Once you’ve selected the necessary permissions, click Done.
You’ll see a confirmation message:
“Once you add permissions, you can’t remove them.”
Click Confirm to proceed.
✅ Step 5: Success Message
Once all three steps are completed, you’ll see:
🎉 “Your app is ready for testing.”
This confirms your app setup is complete and you're ready to move on to retrieving credentials and final configurations.
4️⃣ Access App Credentials
Switch Show Credentials toggle to reveal your Client ID and Client Secret.
Then, click Open App (located in the bottom-left corner of the screen).
In the left-hand menu, select Keys & Credentials.
Open the Development tab to view and manage your app credentials.
5️⃣ Configure App URLs
To finalize your QuickBooks app setup for integration with Parent, you'll need to input some key URLs. These help the systems communicate securely during login, sync, and disconnection.
🔧 In the Developer Portal:
Go to:
Settings→App URLstabFill in the following fields:
Field | Value | Description |
Host Domain |
| This is Parent’s web domain for integration. |
Launch URL |
| This is the URL users are redirected to when the connection is launched. |
Disconnect URL |
| This URL is triggered when the user disconnects QuickBooks from Parent. |
Click Save
🔁 Add Redirect URI:
Scroll to Redirect URI Tab
Click the ➕ icon
Paste the Disconnect URL again:
https://portal.parent.cloud/finance/quickbooks/disconnect
🔗 Step-by-Step Guide: Integrating QuickBooks with Parent
Now that you've set up your QuickBooks app to connect with Parent, let's dive into integrating it within the Parent app. This integration will seamlessly synchronize your billing transactions between Parent and QuickBooks, streamlining your financial management.
Note: Only company administrators have the necessary permissions to integrate QuickBooks with Parent's billing transactions.
1️⃣ Access the Parent App
Log In: Open the Parent app and sign in with your company administrator credentials.
Tip: Navigating from a Specific Location:
If you're viewing a specific branch and need to return to the main administrative settings:
Tap on your Profile Icon in the top-right corner.
Select "Show More" to access additional administrative features.
2️⃣ Navigate to Integrations
Find the Integration Section: From the main dashboard, look to the bottom-left corner.
Select QuickBooks: Tap on "QuickBooks" to begin the integration process.
3️⃣ Choose Branches to Integrate
Integrate All Branches at Once:
Uniform Settings: This method applies the same integration settings across all selected branches, including synchronization start dates and product selections.
Bulk Integration Steps:
To select all branches, tap the checkbox next to "Location" at the top-left.
For specific branches, individually tap the checkbox next to each desired location.
After making your selections, proceed to integrate them simultaneously, tapping the "Bulk Integrate" button located at the top-right corner.
Integrate Specific Branches Individually:
Customized Settings: Ideal for applying unique integration settings to each branch.
Single Branch Integration Steps:
Use the search bar to locate a specific branch by name.
Once located, tap "Integrate" next to the branch name.
4️⃣ Enter QuickBooks Credentials
Client ID & Client Secret: You'll be prompted to enter your Client ID and Client Secret.
🔑 Get Your App’s Credentials (Web Portal)
🔑 Get Your App’s Credentials (Web Portal)
Sign In to Your Developer Account:
Visit the Intuit Developer Portal
Click Sign In and log in with your developer credentials
Navigate to Your App Dashboard:
Select My Hub (top-right corner)
Click App Dashboard
Select Your Application:
Choose the app you created for integration
Access Keys and Credentials:
In the left-hand menu, click Keys & Credentials
Retrieve Your Client ID & Client Secret:
Click the Development tab
Turn on Show Credentials
Copy Your Credentials:
Copy the Client ID and Client Secret
Store them securely for use in the Parent integration setup
5️⃣ Set Transaction Sync Date
Choose Start Date: Select the date from which you want transactions to begin syncing between Parent and QuickBooks.
Insight: Setting an appropriate start date ensures that only relevant transactions are synced, keeping your records clean and organized.
6️⃣ Select Billing Modules to Sync
Access Modules:
Tap on the "Add Modules" button within the integration settings.
Choose Transactions:
A dropdown menu will appear with the following options:
Products: Items or services you offer.
Payers: Individuals or entities responsible for payments.
Invoices: Billing statements issued to payers.
Payments: Records of received payments.
Refund Transactions: Details of refunded amounts.
Credit Notes: Credits issued to payers for adjustments or refunds.
Tip: Only select the modules that are relevant to your operations. This keeps your integration streamlined and efficient.
7️⃣ Finalize the Integration
Connect: After ensuring all details are correct, tap "Connect" to complete the integration.
🎉 Congratulations! You've successfully integrated QuickBooks with the Parent app. Your billing transactions will now sync seamlessly, making financial management smoother and more efficient.
💡 Tip: Understanding the QuickBooks Synced Badge (qb Synced)
In your Billing Transactions view, this green badge appears on transactions that have been successfully synced with QuickBooks.
When you see the qb Synced badge:
It means the transaction (such as an invoice or payment) was enabled to sync with QuickBooks.
It confirms the sync was completed successfully, and the transaction is now also stored in your QuickBooks accounting records.
🟢 Why This Matters
This badge gives you real-time confirmation that your financial data is aligned across both Parent and QuickBooks—helping you avoid duplicate entries, missed syncs, or reporting gaps.
Where you'll see it:
You’ll find this badge directly under the transaction reference number (e.g., INV_KIDS-1048) in the Billing Transactions table.
🧭 Quick Steps: How to Access Billing Transactions
You can access Billing Transactions from two places:
🔹 From the Company Admin (Administrative View for Company Owners)
Go to the left-hand menu.
Click on Billing Transactions under the Finance section.
🔹 From Within a Specific Branch
Open the desired branch view.
Click the Options menu (⋯) in the top right.
Select Billing Transactions from the dropdown.
📚 QuickBooks Learning Resources
QuickBooks Video Tutorials: Explore a comprehensive collection of tutorials that guide you through setting up and using QuickBooks Online. These videos cover topics like creating invoices, tracking expenses, and generating performance reports. Watch TutorialsQuickBooks+1QuickBooks+1
QuickBooks Resource Centre: Access a wealth of articles and guides tailored for small business owners. From starting a business to managing finances, this resource center offers insights to help you run your business smoothly. Visit Resource CentreQuickBooks+2QuickBooks+2QuickBooks+2
QuickBooks Online How-To Videos: Learn how to get started and use QuickBooks Online to run your business with these short step-by-step videos. Topics include setting up company settings, managing users, and customizing your dashboard. View How-To VideosQuickBooks+2QuickBooks+2QuickBooks+2
🛠️ Practical Tips for QuickBooks Integration
Customize Your QuickBooks Dashboard: Tailor your dashboard to display the most relevant information for your business. This customization allows for quick access to critical data and enhances your workflow efficiency.
Regularly Reconcile Accounts: To maintain accurate financial records, perform regular reconciliations of your bank and credit card accounts within QuickBooks. This practice helps identify discrepancies early and ensures your books are up-to-date.
Utilize QuickBooks Reports: Leverage the reporting features in QuickBooks to gain insights into your business's financial health. Regularly reviewing reports like Profit & Loss Statements and Balance Sheets can inform strategic decisions.
🎓 Further Training and Support
QuickBooks Online Tutorials for Beginners: For a comprehensive understanding, consider exploring beginner tutorials that cover the essentials of QuickBooks Online. Access TutorialsFit Small Business
QuickBooks Online for Small Business: A Complete Guide: Dive deeper into QuickBooks Online features and best practices tailored for small businesses. Read the GuideFinOptimal+1FinOptimal+1
By utilizing these resources and implementing these tips, you'll be well-equipped to manage your finances effectively and make the most of the QuickBooks integration with Parent. Remember, while QuickBooks is a third-party application, integrating it with Parent can significantly enhance your financial management capabilities.