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How to Import Tax Rates from QuickBooks Online into RazorSync

If you use QuickBooks Online's automatic tax calculator, you'll need to periodically import those tax rates into RazorSync to ensure accurate invoicing. This guide will walk you through the simple import process and help you avoid common tax rate mismatches.

Steps to Import Tax Rates:

  1. Navigate to Settings in your RazorSync account.
  2. Click on Invoice and Quote from the settings menu.
  3. Scroll down and locate the Import Tax Names button.
  4. Click Import Tax Names to pull in all new tax rates that QuickBooks Online has created (including auto-calculated rates based on location and any custom rates you've created).
  5. Click Tax Names List (located to the right of the Import Tax Names button) to view all imported tax rates.
  6. Set a default tax rate if the majority of your customers are subject to the same rate. This will save time on future invoices.
  7. Assign customer-specific tax rates by going to individual customer profiles and selecting the appropriate rate for that customer's location.

How QuickBooks Creates Tax Rates:

QuickBooks Online automatically generates tax rates based on the ship-to address on each invoice when sales tax is enabled. It uses its internal tax database to calculate and apply the appropriate rate. Both these auto-calculated rates and any custom rates you create in QuickBooks can be imported into RazorSync.

⚠️ Critical: Tax Rate Sync Requirements

RazorSync does NOT automatically select tax rates based on location like QuickBooks does. You must manually set the correct tax rate for each customer or invoice in RazorSync. This is critical because:

  • QuickBooks cannot see which tax rate you selected in RazorSync
  • QuickBooks will automatically apply what it calculates as the correct rate based on the ship-to address
  • If the rates don't match between systems, your invoice totals will be different, causing overpayment or underpayment issues

Best Practice: Always ensure the tax rate you set in RazorSync matches what QuickBooks will apply. Set customer-specific tax rates on customer profiles to reduce manual work and errors.

💡 Pro Tip: If you're expanding to new service locations, import tax rates more frequently. After your initial setup, the most commonly used rates will already be available, and you'll only need to import occasionally when tax rates change or you enter new markets.