Send invoices to QuickBooks

If your books live in QuickBooks Online, OnSite can send your paid invoices across with their payments and refunds, so nobody types them in twice. Owners and managers set it up and run the sync.

Connect your company

1. Go to Settings › QuickBooks.
2. Choose Connect to QuickBooks.
3. Sign in to QuickBooks Online and pick your company.
4. You come straight back to OnSite, which reads your accounts and tax codes.

Choose where invoices land

1. Sales account: the income account invoice lines post to.
2. Deposit account: where payments go and refunds come from. Leave it on Undeposited Funds if you prefer, but refunds can't sync that way.
3. Tax codes: pick the QuickBooks tax code for each mix of taxes a line can carry, such as GST + PST, or No tax. QuickBooks works out the tax itself, and each sync checks its total against OnSite's.
4. Payment methods: optional. Match each of your ways of paying to a QuickBooks payment method.
5. Custom fields: optional. Send the SO number and the Technician to custom fields on your QuickBooks invoices, or leave them on Don't send.
6. Choose Save QuickBooks settings.

Sync paid invoices

Paid invoices wait for you on Invoices › QuickBooks.

1. Go to Invoices and choose QuickBooks.
2. On the Waiting tab, choose Sync on one invoice, or Sync all to send them all.

Each invoice goes across with its customer, its items, each payment and refund. Counter sales with no customer go to a customer called Cash Sale. QuickBooks' totals are then checked against OnSite's.

Once an invoice and all its money are in QuickBooks, OnSite marks it Closed. It can't be changed after that, and its page shows the QuickBooks invoice number. To refund a closed invoice, make a new invoice for the refund.

If an invoice is in QuickBooks but some of its payments aren't yet, it stays on Waiting marked "In QuickBooks, payments to go". Syncing it again picks up where it left off without doubling anything.

When something goes wrong

The tiles at the top show how many invoices are Waiting to sync, how many Needs a look, how many were Synced this month and when the Last sync was.

The Needs a look tab lists invoices that didn't go across cleanly. Fix the cause, often a missing account or tax code in Settings › QuickBooks, then choose Try again.

The Sync log shows every attempt: when, which invoice, the result, the payments sent, whether the totals matched, and who ran it. Results are Success, Partial Success, Verification Failed or Failed. Filter by result or invoice number, and click an entry to see what went wrong.

Disconnect

Choose Disconnect QuickBooks in Settings › QuickBooks. Nothing already synced changes. New paid invoices wait until you connect again.