TBX QuickBooks Online Integration

The Client

TBX (https://www.airworthy.com/) is a platform used by aviation maintenance teams to manage:

• Technical bulletins
• Discrepancies
• Invoices
• Related operational workflows

Led by Jon McLaughlin, the TBX team sought to improve financial accuracy and operational efficiency by integrating their platform with QuickBooks Online (QBO).

Their goal was to enable seamless invoice creation, customer syncing, and payment processing through a reliable backend integration.

The Challenges

TBX faced several operational and technical gaps before integrating with QuickBooks Online:

1. No existing financial integration

TBX had no direct connection with QuickBooks, requiring manual invoice creation and reconciliation between TBX and QBO. This caused:

• Delays in billing.
• Increased risk of accounting errors.
• A heavy administrative burden.

2. Customer mismatch between TBX & QBO

User accounts in TBX often did not align with Customer records in QBO.

TBX needed a way to:

• Automatically detect if a customer already exists in QBO
• Create a new customer if not found
• Ensure future invoices map seamlessly to the correct QBO record

3. Lack of automated invoice syncing

TBX wanted the ability to:

• Push invoices from TBX directly into QBO
• Configure invoice format (detailed vs. summarized line items)
• Map TBX categories (Labor, Parts, Misc) to QBO Chart of Accounts

4. Complex authentication requirements

The integration required:

• OAuth 2.0 authentication
• Secure handling of access and refresh tokens
• Support for token renewal and multi-company access

5. Need for a POC before full rollout

TBX Team wanted a Proof of Concept to validate the technical approach and integration reliability before investing in full-scale development or bi-directional sync.

The Solution

Satva Technolabs delivered a robust backend-only solution using .NET Core, specifically designed to support a scalable and future-ready integration.

1. OAuth 2.0 Authentication

A complete authentication workflow was developed, including:

• “Sign in with QuickBooks” integration
• Callback handling for authorization codes
• Secure storage of access & refresh tokens
• Automatic token refresh middleware
• Support documentation for client-side deployment

2. Customer Sync APIs

To eliminate duplicate customers and reduce manual entry:

• API to search QBO customers using Display Name
• Auto-create customer if not found
• Return QBO Customer ID for TBX’s internal mapping
• Support for incremental sync using last-modified date

3. Invoice Sync APIs (Core of POC)

Satva built a flexible invoice creation flow with:

• Bulk invoice creation API
• Support for detailed or summarized line items
• Category-to-COA mapping (Labor, Parts, Misc)
• Options to include Discrepancy and Maintenance Release in descriptions
• Retrieval of invoices by ID or modified date

4. Payment Sync

TBX can push payment information into QuickBooks, supporting:

• One-way sync from TBX → QBO

• Overpayment handling rules:

  • Manual review
  • Approval workflow
  • Auto-sync with QBO credit memo

5. Documentation & Handoff

The delivery package included:

• Technical API documentation
• Authentication setup guide
• Deployment checklist
• Configuration guidelines
• Clarification sessions with TBX engineering

Results and Impact

The Phase 1 integration provided immediate and measurable improvements for TBX.

1. Near real-time invoice syncing achieved

Invoices could now be pushed to QuickBooks instantly through APIs.

This eliminated manual re-entry and drastically reduced billing delays.

2. 100% reduction in customer mismatch issues

The auto-create logic ensured:

• No more billing failures
• Clean customer mapping between TBX & QBO
• Faster onboarding for new users

3. Configurable and scalable integration

With the flexible architecture:

• TBX can now control how data flows (summarized/detailed, sync frequency, category mapping)
• Future enhancements (Phase 2 bi-directional sync) can be added without rework

4. Zero-touch authentication management

The OAuth 2.0 flow with auto-refresh ensures uninterrupted syncing without manual intervention.

5. Ready-to-deploy backend for TBX’s Azure environment

The APIs were delivered cleanly, allowing the TBX team to:

• Deploy in Azure
• Plug into existing TBX workflows
• Extend logic for production readiness

6. Established foundation for full-scale integration

The POC proved:

• Technical feasibility
• API reliability
• Alignment with TBX’s accounting workflows

It created a strong base for:

• Bi-directional payment sync
• Chart of Accounts sync
• Inventory/product sync
• Future UI-based configurations

Conclusion

The TBX-QuickBooks POC successfully delivered a secure, dependable, and scalable backend integration that solved TBX’s core challenges around:

• Billing automation
• Customer matching
• Financial data accuracy

By focusing the first phase on authentication, customer sync, invoice creation, and one-way payment syncing, Satva Technolabs helped TBX validate the integration approach while minimizing risk and accelerating timelines.

The project not only streamlined TBX’s billing workflows but also set the stage for deeper financial and operational automation in Phase 2.

Technology Stack

• .NET Core MVC App
• .NET Core APIs