QuickBooks Usage Guide

Summary

This article explains how to manage your ongoing QuickBooks Online integration. It covers manual and automatic syncing of invoices and payments, as well as how to troubleshoot common sync statuses.

Table of Contents

• Syncing Invoices

• Syncing Payment Records

• Understanding Sync Statuses

• Troubleshooting & Error Messages

Syncing Invoices

Once your QuickBooks account is connected, OpenSolar provides two ways to ensure your invoices are recorded in your accounting software:

Automatic Sync

By default, the system is designed to automatically attempt a push to QuickBooks the moment an invoice is issued within OpenSolar. You can verify if this was successful by checking the CashFlow tab of the specific project.

Manual Sync

If an invoice fails to sync automatically, or if you prefer to trigger the process yourself:

1. Navigate to Control > CashFlow > All Payments.

2. Locate the relevant invoice.

3. Use the sync action to manually push the data to QuickBooks.

Syncing Payment Records

Keeping your ledgers balanced requires syncing payments as well as invoices:

• Automatic Payment Push: If a customer pays via an integrated payment method (like card payments), OpenSolar will automatically attempt to record that payment in QuickBooks once the transaction is successful.

• Manual Payment Push: For manual payments (e.g., bank transfers), mark the invoice as Paid in OpenSolar first. You can then navigate to the project's CashFlow page and trigger the payment push.

Important Note: To prevent double-entry, if you have already manually marked an invoice as "Paid" directly inside QuickBooks, OpenSolar will detect this and will not push a duplicate payment record.

Understanding Sync Statuses

In the CashFlow area, you will see specific status indicators for your QuickBooks records:

• Active: The record is successfully synced and up to date.

• Disconnected: The integration has been unlinked and requires re-authorization.

• Error: The sync failed. Hover over the status to see the specific error message.

Troubleshooting

If you encounter errors during a sync, check the following:

• Contact Details: Ensure the customer has a valid email and name, as QuickBooks requires these to accept an invoice.

• Tax Rate Mappings: Re-verify that your 0% tax rate is correctly mapped in your settings.

• Token Expiration: If syncs are consistently failing across all projects, your authorization token may have expired. Navigate to your accounting settings to disconnect and reconnect.