QuickBooks sync: what syncs and what doesn't

The QuickBooks integration syncs one way: from OneTool to QuickBooks. Records you create and update in OneTool are pushed to QuickBooks automatically, usually within a couple of minutes. Changes made inside QuickBooks are never pulled back into OneTool, and the next time a synced record changes in OneTool it is pushed again, replacing edits made on the QuickBooks side.

• Clients become QuickBooks customers. They sync when created and again whenever their details change.
• Invoices sync when you send them (or when created, if the owner changes the timing on the Integrations tab), and edits to an already synced invoice sync again. Cancelling a synced invoice voids it in QuickBooks.
• Payments are recorded against the matching QuickBooks invoice when they are paid, if payment sync is turned on.
• SKUs become QuickBooks items the first time they are invoiced, posting to the income account chosen during setup. Lines without a SKU use the fallback OneTool Service item.

• Quotes and estimates. Only invoices and their payments reach QuickBooks.
• Deletes. Deleting a record in OneTool never deletes it in QuickBooks; the record simply stops updating.
• Refunds and disputes. Record those in QuickBooks directly.
• Card processing fees and payouts. Stripe fees and payout deposits are not broken out in QuickBooks.
• History from before you connected. Older invoices and payments are not backfilled. Editing an older invoice after connecting does sync it.

Synced invoices and clients show a QuickBooks row in the detail sidebar and in the quick-look drawer, with how long ago they last synced. A warning icon on that row means the record reached QuickBooks but came back different, most often because QuickBooks Automated Sales Tax adjusted the tax amount based on the addresses involved.

When a record cannot reach QuickBooks at all, it appears under Sync issues on the Integrations tab with the reason QuickBooks gave, and admins get an in-app notification the first time something fails. Fix the cause, then use Retry; the notification clears once the list is empty.

• Duplicate name. QuickBooks requires customer names to be unique across customers, vendors, and employees. OneTool links to an exact customer match automatically; otherwise it adds a numeric suffix when Auto-resolve duplicate names is on, or reports the conflict under Sync issues when it is off.
• Missing Undeposited Funds account. Payments are recorded to your Undeposited Funds account. If your QuickBooks company does not have one, payment syncs fail under Sync issues until it exists; invoices still sync.
• Closed accounting period. QuickBooks rejects changes to a period your accountant has closed. Reopen the period or ignore the item.