Sync payments with QuickBooks
Default sync settings are configured during QuickBooks integration setup . This article covers how to sync individual payments and invoices manually, and review what gets synced for invoices, credits and refunds fields to QuickBooks.
Note
For invoices and payments to sync properly, it is recommended that you sync client accounts first . This will help you to avoid errors.
Sync & unsync 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 three dots to the right of the payment and select Sync payment to QuickBooks or Unsync payment from QuickBooks, accordingly.
Note
Unsyncing the payment will also delete any refunds issued for it from QuickBooks.Sync 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.
Select sync setting for offline payment creation
You can change QuickBooks sync settings for every offline payment you create :
- Ensure that the Sync this payment to QuickBooks Online checkbox is selected.
-
By default, this checkbox will follow the configuration set in QuickBooks settings.
-
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. If you delete a payment from TaxDome, it will also be removed from QuickBooks Online.
Tip
If you received a payment via QuickBooks Online, you can note this in the field. This helps provide context for the payment and how it was received.Reference: What gets synced for invoices, credits and refunds
Invoices
| Field | Synced to QuickBooks |
|---|---|
| Invoice date | The issue date in TaxDome becomes the invoice date in QuickBooks. Invoices with a future issue date (scheduled invoices) are not synced until that date is reached |
| Invoice number | Synced only when Sync invoice number with QuickBooks is enabled |
| Due date | The TaxDome due date becomes the QuickBooks due date |
| Description | Synced to the Private note field in QuickBooks. Truncated to 4,000 characters |
| Custom fields | Not synced |
| Internal notes / client notes | Not synced |
Invoice line items
Each invoice line item in TaxDome maps to a line item in QuickBooks:
| TaxDome field | QuickBooks field |
|---|---|
| Rate | Unit price |
| Quantity | Quantity |
| Amount | Amount |
| Description | Description |
| Service date | Service date |
| Taxable / non-taxable status | Tax code (Canada) or true/false (U.S.). For countries other than the U.S. and Canada, taxes on invoices are not currently synced |
| Discount | Regular invoice line with a negative amount. Not synced as a separate QuickBooks discount entity |
Some sync behaviors depend on your firm’s QuickBooks integration settings:
- Classes: can sync at the invoice level or the line item level, depending on firm settings
- Locations: synced to QuickBooks when the corresponding setting is enabled
- Taxes: sync behavior depends on the firm’s country (see Invoices above)
Credits
Credits sync to QuickBooks as a Credit Memo, but only when they are applied to an invoice.
Refunds
Refunds sync to QuickBooks as a Refund Receipt, including:
- Refund amount
- The payment the refund applies to
- Customer information
- Refund reason
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