Invoiced integrates with QuickBooks Online out of the box to extend the billing capabilities of QuickBooks. This document describes how to set up the integration and how it works in detail.
The QuickBooks Online integration ships with the following capabilities:
Sync To Invoiced
Sync To QuickBooks
Products and Services
Once the QuickBooks Online integration is enabled it will sync data automatically per the data flows that you have enabled.
Writing data from Invoiced to QuickBooks Online will sync instantly.
Reading data from QuickBooks Online to Invoiced, such as when a new invoice is available, will sync once per hour. You can see when the last sync happened on the Accounting Sync page. If you wish to run a one-off sync you can click the Sync Now button.
Once the integration is fully configured, new transactions will sync with Invoiced on a going forward basis. The integration does not sync data created prior to the integration being installed. See Importing Data for instructions on how to import transactions prior to installing Invoiced.
On the Accounting Sync page you will see a Reconciliation Errors table which contains any sync errors that the integration encountered. Each error listed belongs to individual record that could not be synced. The error message is listed next to each failed record. When a record fails to sync it will not be re-attempted unless there is a new operation (i.e. updating the record) that triggers a new sync. You can retry syncing any failed record by clicking the Retry button or you can ignore the error by clicking the Ignore button. Errors will not go away until they are successful or ignored.
We support setting several optional fields on QuickBooks Online that do not have a standard Invoiced field. This can be useful if you are first creating invoices on Invoiced and posting to QuickBooks Online.
These additional field mappings work when a record on Invoiced has a custom field with a specific ID that corresponds to a specific field on QuickBooks Online. This gives you granular control of the data sent to QuickBooks Online.
Invoiced Custom Field ID
The Income Account for any line item in QuickBooks Online is derived from the associated Product or Service on QuickBooks. Our integration will match the Product or Service on QuickBooks based on the line item name.
When creating an invoice, if a Product or Service with a matching name cannot be found on QuickBooks, then our integration will create a new Product or Service. The name of the Product or Service will be the line item name. The Income Account for the newly created Product or Service will be the default income account you have selected in the integration settings.
You can change the Income Account for any line item in the Products and Services page on QuickBooks. This will work for any Product or Service, regardless of whether it was created by the Invoiced integration. If you find that a line item created by the Invoiced integration does not have the correct Income Account then it can still be changed through the Products and Services page.
Please consult the QuickBooks documentation for more details on how to configure Products and Services.
You can map the accounts in which payments are deposited into. By default, payments are put into Undeposited Funds. You can create rules to choose the deposit account for each payment method and currency combination. The deposit account can be any bank or current liability account.
When the "Match Tax Rates" setting is enabled then the tax code with a matching name will be selected from QuickBooks. The tax rate selected will be the first tax rate on the line item or invoice. If there is not a tax rate but there is a sales tax amount then the default tax code from your integration settings will be used. When the tax rate name does not exactly match the name of a tax code in QuickBooks then you will receive a sync error for that invoice.
When the "Match Tax Rates" setting is disabled then the default tax code that you select in your integration settings will always be used.
Here we have documented all of the limitations, nuances, and edge cases to be aware of when using the QuickBooks Online integration.
When a sync fails you will be able to see the error message in the Recent Syncs section in Settings → Accounting Sync. Normally the error message will include the invoice # that failed and a detailed reason why it could not be synced. Oftentimes there is a manual action required on your end.
Below we have documented commonly encountered errors and recommended resolutions. If you are still unable to get your books synced then please contat Invoiced Support for further assistance.
The account period has closed and the account books cannot be updated through the QBO Services API. Please use the QBO website to make these changes.
When you see this error message then it means that Invoiced is trying to sync an invoice or payment during a time period that you have already closed. One way you can fix this is by re-opening your books for that time period and running the sync once more. When the sync finishes you can close the books again.
Another solution is to change the date range that Invoiced will sync to QuickBooks. You can tell Invoiced to not sync any invoices before the time period when you closed the books. The sync date range can be set up in the QuickBooks settings at Settings → Integrations → Configure (in the QuickBooks Online section).
Business Validation Error: You can only add or edit one name at a time. Please try again.
Often this error means that an accounting sync was running while someone was working in the books. This can be fixed by signing out of the QuickBooks Online interface and re-trying the sync.
QuickBooks Online could not authenticate.
If you see this error message then our access token to your QuickBooks account has expired. You need to go to Settings → Integrations in order to reconnect QuickBooks.
Subscription period has ended or canceled or there was a billing problem : You can't add data to QuickBooks Online Plus because your trial or subscription period ended, you cancelled your subscription, or there was a billing problem. To update your subscription, click the gear icon and view your account information.
Your QuickBooks subscription has expired. Please sign into QuickBooks in order to address the issue.
This error means that the payment is attempting to apply to an invoice that is associated with a different customer in Quickbooks than it is in Invoiced. This usually happens when there is a duplicate invoice number. Check the invoice number in both systems to see if there is a mismatch. If there is, you can change one of the invoice numbers, then retry the error.
This error occurs when there is a category in Quickbooks with the same name as an invoice line item. Quickbooks reads the line item as a category rather than a product or service. To resolve the error, change either the category or line item name so that they are no longer identical. Then select "retry" on the reconciliation error in Invoiced.