QuickBooks Online
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:
- Bi-directional sync with QuickBooks Online
- New data from QuickBooks Online is synced once per hour
- Transactions generated on Invoiced post to QuickBooks Online in real-time
- Initial data sync
Invoiced | Sync To Invoiced | Sync To QuickBooks | QuickBooks Online |
|---|---|---|---|
Customer | ← | → | Customer |
Invoice | ← | → | Invoice |
Credit Note | ← | → | Credit Memo |
Line Item | | → | Products and Services |
Payment | ← | → | Payment |
Convenience Fee | | → | Invoice |
- In order to begin syncing with QuickBooks Online first go to Apps → QuickBooks Online.
- Click on Connect to QuickBooks. You will be redirected to QuickBooks. You will need to sign in to QuickBooks as an Administrator, if you are not already signed in.
- Next you will be prompted to authorize Invoiced access to your QuickBooks Online organization. Click on Authorize.
- You will be redirected back to Invoiced. QuickBooks Online is now connected! Now, you can configure the accounting sync in order to tell Invoiced how to map the data into your general ledger.
- Configure the data flows you wish to enable and any account mappings. Click Save.
When the Write setting is enabled for convenience fees, the integration will create a convenience fee invoice in QuickBooks Online. The convenience fee is applied to this invoice, so it does not create a credit in the accounting system.
The integration will also create a product in QuickBooks with the name “Convenience Fee.” The invoice line item will be posted according to your account mapping settings in Invoiced. If you want the convenience fee line item to be posted to an alternate account, you can set this on the product in QuickBooks.
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.
The initial data sync feature allows you to sync data from your accounting system that was created before the integration was installed. You can run the initial data sync after you first install the integration to pick up previous transactions. The initial data sync is optional and is only performed if initiated by you.
The initial data sync can be started by going to the Accounting Sync page and clicking the Initial Data Sync button. Then you can select the type of data you want to sync and the date range for any transactions that will be synced.
You can only select a date range of at most 1 year. However, you can run multiple initial data syncs if you want to get transactions from a greater time period. Syncing more than 1,000 records at a time might not complete. If you need to sync a large volume of data, see Importing Data for instructions on how to import data through a spreadsheet.
And here's a pro tip: if you're fetching invoices or credit notes from the past, don't forget to grab the payments, too. This way, you'll ensure your financial history is complete, with every balance perfectly in place.
Once the initial data sync is complete and you are satisfied with the results, we do not recommend using it again. The ongoing sync of the integration will keep your data up to date automatically.
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.
Object Type | Invoiced Custom Field ID | QuickBooks Field |
|---|---|---|
Invoice | qbo_location | Location |
Line Item | qbo_class | Class |
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 customers sync between Invoiced and QuickBooks, our integration stores an internal customer ID assigned by QuickBooks. If you switch to a new QuickBooks company file or delete and reimport all of your data in QuickBooks, customers will be assigned a new internal ID. This will cause customers to be mapped incorrectly between Invoiced and QuickBooks. If you need to change to a new QuickBooks company file, please contact our support team for assistance before making any changes.
- Any changes to data on the system other than where it originated will be ignored and potentially overwritten. For example, if an invoice was created on QuickBooks by the Invoiced integration then subsequent modifications to that invoice on QuickBooks would not sync to Invoiced. It is possible that those changes on QuickBooks would be overwritten by a future sync.
- Customers are mapped using the customer name in Invoiced and the customer display name in Quickbooks. Please keep in mind that QuickBooks does not allow multiple customers with the same name, but Invoiced does allow duplicates.
- Customer names are truncated to 100 characters due to a character limitation in QuickBooks.
- Transactions created in Invoiced (invoices, payments, credit notes) will not post to QuickBooks Online if the transaction has a date that is in a closed accounting period.
- Customers merged in QuickBooks don't automatically merge in Invoiced. They have to be also merged on Invoiced.
- Only issued invoices and credit notes (not a draft) on Invoiced will be synced.
- The sync will match each line item to a product or service in QuickBooks based on the line item name. If the product or service does not exist then it will create an item in QuickBooks. If the line item name is blank then a generic Invoiced item will be created.
- Line item descriptions over 4,000 characters are truncated due to a character limit in QuickBooks.
- If a line item on Invoiced has an item attached, then the product created on QuickBooks will have its SKU set to the Invoiced item ID.
- Payment terms from the invoice do not come into Invoiced from QuickBooks Online. The date and due date are synced.
- Voiding a credit note on Invoiced will not void the credit memo on QuickBooks. This is due to a technical limitation in the QuickBooks API.
- Reimbursement charges, delayed charges and delayed credits added to an invoice on QuickBooks Online will not be synced to Invoiced. These data types will be missing from the line items and invoice total. This is due to a QuickBooks Online API limitation.
- Credit balances from Invoiced do not sync to QuickBooks Online.
When a sync fails you will be able to see the error message in the Recent Syncs section in Apps → QuickBooks Online → 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 Apps → QuickBooks Online → 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 Apps → QuickBooks Online 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.
This error indicates that your tax or account settings in Invoiced and QuickBooks do not match. Make sure the account country is the same in each system. Check your tax mapping settings in Invoiced in apps > QuickBooks Online > Configuration. Make sure your settings in Invoiced match your configuration in QuickBooks.
For example, if you select NON in Invoiced to indicate that you do not collect tax, your customers and products in QuickBooks must also be non-taxable.