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.
Note! For invoices and payments to sync properly, it is recommended that you sync client accounts first. This will help you to avoid errors.
Set 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 Settings > Integrations from the left menu bar.
2. Select the QuickBooks tab.
3. Scroll the page down to the Payments setting and toggle on the By default, sync manually created payments with QuickBooks 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.
Select sync setting for offline payment creation
You can also change sync settings for every offline payment you create:
1. Ensure that the Sync this payment to QuickBooks Online checkbox is ticked.
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. 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 Description field. This helps provide context for the payment and how it was received.
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.
Set 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 using the Other Current Asset or Bank type. To do so:
1. Go to Settings > Integrations from the left menu bar.
2. Select the QuickBooks tab.
3. In the Deposit to account section, toggle on the Define 'Deposit To' account for payments.
4. Select the default account in the Account for payments dropdown and click Save.
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.
Test sync
To test the invoice synchronization:
- Sync a client account.
- Open the client's invoices.
- For invoices with the Not synced status, click three dots and select Sync invoice to QuickBooks. Then, after the status changes to Synced, click the status.
- For invoices with the Synced status, click the invoice status.
- This should open the invoice in QuickBooks. Compare the invoice amount, number, client and listed services in TaxDome and QuickBooks to ensure that the sync is successful.
If the result doesn't meet your expectations (for example, data doesn't match or the invoice fails to sync), try the troubleshooting steps.