Sync invoices & payments with QuickBooks Online to:
Automatically create an invoice in QuickBooks Online when an invoice is sent to a client from Financial Cents.
Mark the invoice as paid in QuickBooks Online when the client pays the invoice in Financial Cents.
Sync processing fees, refunds, and other payout deposit details to QuickBooks to make it easy to reconcile your bank account.
How the invoice sync works
Invoice and payment syncing runs from Financial Cents to QuickBooks Online. Invoices sync when you send them to clients; draft invoices do not sync. Changes made directly to a QuickBooks Online invoice do not come back to Financial Cents.
Make changes to Financial Cents invoices in Financial Cents. Re-syncing can overwrite changes made directly in QuickBooks Online.
Your client must be linked to the connected QuickBooks Online account. Financial Cents can create previously unsynced service items during invoice syncing when a Deposit Account is configured. Service items linked to a different QuickBooks Online connection may need attention before the invoice can sync.
Turn on invoice syncing
If your firm's QuickBooks Online account is not connected yet, start with How to Integrate with QuickBooks Online.
Open Billing > Settings and select Payments.
Under QuickBooks Online, check Sync invoices, credit memos, and service items to QuickBooks Online.
Select a Deposit Account for your payout deposits.
Select an Expense Account for processing fees and adjustments included in those deposits.
Both accounts are needed to sync payout deposits. You can also use Import tax codes and choose a Processing Fee Service Item. Canadian integrations have a Processing Fee Tax Code setting.
Check invoice sync results
Open Billing > Invoices.
Open the QuickBooks filter.
Select 1 or more statuses, then combine them with other invoice filters as needed.
Filter | What it finds |
Not Synced | Invoices with a recorded sync error |
Pending | Invoices with no sync record yet |
Synced | Invoices with a QuickBooks Online record and no recorded sync error |
The QuickBooks filter and column appear when your firm has a QuickBooks Online integration. The filter and each invoice's status label use different rules: a draft invoice shows Pending, while a sent invoice that has not synced can show Not Synced even when it has no recorded error. If an invoice is missing from your filtered results, clear the filter and check its row directly.
Review or retry an invoice
Click the invoice's QuickBooks status label.
Read the sync details or error message.
Resolve the reported issue, then click Sync or Re-Sync.
Draft invoices show that they will sync once sent. Syncing... means a sync is running. A synced invoice shows its last sync date.
Sync several invoices at once
On Billing > Invoices, select up to 50 invoices using the row checkboxes.
Click Sync to QuickBooks.
Review the number of eligible invoices, then confirm the sync.
Check the result notification and review any invoices that failed.
Draft invoices, invoices excluded from QuickBooks syncing, and invoices already syncing are skipped. As with an individual re-sync, the Financial Cents version can overwrite changes made directly in QuickBooks Online.
If an invoice does not sync
Client not linked: Open the client's profile, select Integrations, and use Link Client to connect the client to the correct QuickBooks Online account.
Deposit account missing: Return to Payments in Billing Settings and select a Deposit Account. It is needed when Financial Cents creates an unsynced service item during the invoice sync.
Connection needs attention: Check the QuickBooks Online connection in Integrations and reconnect if it has expired.
Another QuickBooks error: Open the invoice's sync details for the error, correct the underlying issue, and retry.
Need help with a sync error? Open the chat bubble in Financial Cents and share the invoice number and the error shown.