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Connecting and Disconnecting QuickBooks Online in LeanLaw

How to connect LeanLaw to QuickBooks Online, what happens during the connection process, and how to disconnect or switch QuickBooks Online companies.

LeanLaw's core functionality — invoicing, trust accounting, expense sync, and financial reporting — all depend on a live connection to QuickBooks Online. This article covers how to establish that connection and what to do if you need to change or remove it.

📋 Prerequisites: You need a LeanLaw account and an active QuickBooks Online subscription. You must have administrator access to both accounts to complete the integration.

 

Connecting LeanLaw to QuickBooks Online

  1. In LeanLaw, click the gear icon ⚙️ in the top right to open Settings.
  2. In the left-hand menu, scroll to Integrations and click QuickBooks.
  3. Click the Connect to QuickBooks button.
  4. You'll be redirected to Intuit's authorization page. Sign in to your QuickBooks Online account.
  5. If your account has multiple QuickBooks Online companies, select the correct company to connect to LeanLaw.
  6. Authorize the connection. You'll be redirected back to LeanLaw.

💡 First connection tip: After connecting, run through the QuickBooks Online Setup Wizard (Settings → QuickBooks) before billing anything — it lets you configure income accounts, default services, expense settings, and trust account mapping. See Article 2 in this collection.

 

What Happens When You Connect

When LeanLaw connects to QuickBooks Online for the first time:

  • Clients sync: Existing QuickBooks Online customers are available to import into LeanLaw as clients.
  • Income accounts sync: Your QuickBooks Online chart of accounts is read and available for service mapping.
  • Products & services sync: Existing QuickBooks Online products/services are available for use as the default invoice service.
  • Trust account recognized: LeanLaw scans for a trust/IOLTA account set up with the correct QuickBooks Online account type.

 

Verifying the Connection

A green status indicator in Settings → QuickBooks confirms the connection is active. If the connection is broken, you'll see a red or warning indicator — re-authorizing the connection usually resolves this.

 

Disconnecting your QuickBooks Online

If you need to disconnect LeanLaw from QuickBooks Online:

  1. Go to Settings → QuickBooks (or Integrations → QuickBooks).
  2. Find the Disconnect or Remove Connection option.
  3. Confirm the disconnection.

⚠️ Before disconnecting: Disconnecting LeanLaw from QuickBooks Online will halt all invoice syncing, payment recording, and trust accounting until a new connection is established. All historical data in LeanLaw is retained — only the live sync stops. Do not disconnect unless you are troubleshooting a persistent connection error.

 

⚠️ Switching QuickBooks Online companies: If you connect LeanLaw to a different QuickBooks Online company than it was previously connected to, the historical mappings between LeanLaw clients/matters and QuickBooks Online customers will break. This is a significant migration requiring careful planning. Contact LeanLaw Support before attempting this.