QuickBooks integration (Basic): Sync payments & invoices

If you invoice your clients via TaxDome, get paid through QuickBooks Online, and then add manual payments on TaxDome, handling things correctly is crucial to avoid ending up with duplicate payments. Moreover, you have an option to sync your specific payments and invoices manually.

Covered here:

Setting up the default setting for syncing offline payments

If your invoicing and payment flow is constant, it's a good idea to set up a sync setting for the offline payments that could be used by default for all future payments created. Here's how:

  1. Go to the Settings > Integrations from the left menu bar, then select the QuickBooks tab.
  2. Here you can toggle on the By default, sync manually created payments with QuickBooks setting under Payments to enable or disable this feature according to your preferences

When the toggle is disabled, payments manually created within TaxDome won't synchronize with QuickBooks Online, preventing duplicate payment entries. Just in case, you can always sync and unsync payments manually.

Selecting sync setting for offline payment creation

You can also change sync settings for every offline payment you create:

1. Locate the Sync this payment to QuickBooks checkbox under the Description box.

2. By default, this checkbox will follow the configuration set in QuickBooks settings.

3. If you wish to change the synchronization status of the payment, you can manually check/clear the checkbox during payment creation.

You can always check the sync status of the payments in the QUICKBOOKS column of the payment list.


Tip! If you received a payment via QuickBooks Online, you can note this in the Description field. This helps provide context for the payment and how it was received.

Syncing & unsyncing payments manually

You can manually sync payments with the Not synced, Failed and Skipped status, and unsync those Synced payments.

To do so, go to the Payments tab of the Invoices page, then click the the three dots to the right of the payment and select Sync payment from QuickBooks or Unsync payment from QuickBooks, accordingly:


Note! Unsyncing the payment will also delete from QuickBooks any refunds issued for it.

Setting default account for synced payments

By default, all the synced payments are displayed in QuickBooks in the Undeposited Funds account. You can choose any other QuickBooks account with the Other Current Asset or Bank type. To do so:

  1. Go to Settings > Integrations from the left menu bar and select the QuickBooks tab.
  2. In the Deposit to account section, toggle on the Define 'Deposit To' account for payments.
  3. Select the default account in the Account for payments dropdown and click Save.

Syncing invoices manually

If your invoice QuickBooks status is Not synced, Skipped or Failed, but the client account is successfully synced, you can sync that invoice manually.

To do so, go to the Invoices page and click the three dots to the right of the invoice, then select Sync Invoice to QuickBooks. If the Sync Invoice to QuickBooks button is greyed out, sync the client account first.

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