11. QuickBooks sync

Invatrak keeps inventory, orders, and shipping; QuickBooks Online keeps your books. The QuickBooks page (Admin › Integrations › QuickBooks) connects the two and decides what is posted to QuickBooks, when, and how. The page has sections down the side: Connection, Inventory & items, Default accounts, Customers & vendors, Sales posting, Payments, Purchasing posting, Inventory journals, Sales tax, Classes & locations, Numbering, Field mapping, Schedule & alerts, Changes after posting, First-time import, and Sync activity.

How sync works, in short: when a document reaches its posting status (for example a ship doc reaches Shipped), it is added to the sync queue. The queue is sent to QuickBooks on your schedule or when you click Sync now. Each row in the queue shows its status, any error, and links to the record on both sides. Nothing is deleted in QuickBooks when you disconnect.

Who can use this page: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag. Others can open the page read-only if they have the Accounting View right.

Click Save at the bottom to keep changes, or Discard changes to undo them. If you change a setting that affects how documents already posted are treated (inventory mode, how lines post, how invoices and bills post, valuation journals, or edits after posting), you must tick "Apply these changes to documents already posted…" before Save will work.

Connection

Where to find it: Admin › QuickBooks › Connection

QuickBooks Online Plus or Advanced is required; Simple Start and Essentials are refused.

Connect to QuickBooks / Reconnect / Disconnect

Connect opens Intuit in a separate window where you sign in and choose your QuickBooks company. Reconnect renews the link and keeps all settings and record links; Disconnect pauses the queue, keeps pending rows, and deletes nothing in QuickBooks. Sign in to Intuit in the same browser first.

If Intuit says client_id is missing, do not reload or bookmark the Intuit page; come back to Invatrak and use the retry link.

Connecting also completes the "Connect QuickBooks" step of the getting-started checklist.

• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Click Connect to QuickBooks, sign in, choose "Northwind Supply", and approve.

Inventory & items

Where to find it: Admin › QuickBooks › Inventory & items

Keep inventory in Invatrak only / Sync inventory to QuickBooks

Keep inventory in Invatrak only posts sales and purchases to QuickBooks without QuickBooks tracking quantities; Sync inventory to QuickBooks also keeps QuickBooks inventory items in step. Choose Invatrak only unless your accountant needs quantities in QuickBooks.

• Default: Keep inventory in Invatrak only.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Invatrak only, with stock value posted by journal entries.

One QuickBooks item per Invatrak item / Posting item by item group / Single catch-all posting item

How invoice and bill lines are named in QuickBooks: one QuickBooks item for each of your items, one posting item per item group, or a single posting item for everything. Posting by item group keeps QuickBooks tidy while still reporting by product line.

• Default: Posting item by item group.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Posting item by item group: all widgets post to "Widget sales".

Posting item name

The QuickBooks item used by the single catch-all option, and for groups with no posting item of their own. Keep the default unless your accountant prefers another name.

• Default: Invatrak Posting Item.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Invatrak Posting Item.

Push average cost to QuickBooks

Sends each item's average cost to the matching QuickBooks item. Turn it on if QuickBooks reports should show current costs.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: QuickBooks shows a cost of 381.50.

Add lot and serial numbers to line descriptions

Adds the lot or serial numbers to the line description on invoices and bills. Turn it on if customers need serials on their invoice.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Line description ends "SN1001, SN1002".

Combine style variants into one line

Posts all variants of a style (such as sizes) as one line. Turn it on to keep invoices short.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Three sizes of one trim kit post as one line of 3.

Send the item group as a QuickBooks category

Sends the item group as the item's category in QuickBooks. Turn it on if you report by category in QuickBooks.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Category "Widgets" in QuickBooks.

Create automatically when first used / Create when the item is saved / Never create

When a QuickBooks item is created for an Invatrak item: the first time it is posted, as soon as it is saved, or never (someone links it by hand). Keep "when first used" so QuickBooks only gets items you actually sell or buy.

• Default: Create automatically when first used.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: A new part gets a QuickBooks item the first time it is invoiced.

Match on SKU, then exact name / Never auto-link

Whether an Invatrak item links itself to an existing QuickBooks item with the same SKU or name, or never links automatically (a matching name is then an error to resolve). Choose matching when QuickBooks already has your items.

• Default: Never auto-link.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Item WID-100 links to the existing QuickBooks item WID-100.

Default accounts

Where to find it: Admin › QuickBooks › Default accounts

The accounts used when an item or item group does not name its own. Pickers list the chart of accounts pulled from QuickBooks; item and item-group accounts override these.

Sales income, Cost of goods sold, Inventory asset, Inventory adjustment / shrink, Opening balance equity, Freight income, Discount account, Landed cost clearing, Accounts receivable, Accounts payable, Undeposited funds, Refund from account, Rounding / FX difference

The default QuickBooks account for each kind of posting. Have your accountant choose them before the first sync; changing them later only affects new postings.

• Default: Sales, Cost of goods, Inventory, Inventory adjustment, Opening Balance Equity, (blank), Discounts, (blank), Accounts Receivable, Accounts Payable, Payments to deposit, (blank), (blank).
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Freight income: Shipping income; Landed cost clearing: Landed cost.

Show account numbers in pickers

Shows account numbers next to names in the account pickers. Keep it on if your chart is numbered.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: "4000 Sales".

Customers & vendors

Where to find it: Admin › QuickBooks › Customers & vendors

Customer sync (Two-way / Invatrak to QuickBooks only / Off)

How customers are kept in step: changes flow both ways, only from Invatrak to QuickBooks, or not at all. Choose Two-way if your bookkeeper edits customers in QuickBooks.

• Default: Two-way.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Two-way.

Vendor sync (Two-way / Invatrak to QuickBooks only / Off)

How vendors are kept in step, with the same choices as customers. Choose Two-way if vendors are maintained in QuickBooks too.

• Default: Two-way.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Invatrak to QuickBooks only.

Match exact display name, then email / Do not match

Whether a new customer or vendor links to an existing QuickBooks record with the same display name or email, or never (you are offered Link to existing on a clash). Choose matching when QuickBooks already has your customers.

• Default: Match exact display name, then email.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: New customer "Acme Casino" links to the existing QuickBooks customer.

Keep addresses in sync after the first import

Keeps addresses updated between the two systems after the first import. Turn it off if addresses differ on purpose.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Keep customer notes in sync after the first import

Keeps customer notes updated between the two systems. Turn it on if notes are used in both.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Off.

Send saved card references to QuickBooks

Sends references to saved cards (never full card numbers) to QuickBooks. Keep it on if you take card payments in QuickBooks too.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Use the bill-to contact as the default ship-to contact

Uses the bill-to contact as the ship-to when a customer has no separate ship-to. Turn it on for customers who usually receive at their billing address.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Invoice delivery

How QuickBooks should deliver invoices: None, Print later, or Email later. Leave it at None if Invatrak emails invoices; a customer can override it.

• Default: None.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: None.

Combine web-store orders onto stand-in customers (Taxable / Non-taxable web customer)

Posts web-store orders to two stand-in QuickBooks customers, one taxable and one non-taxable, instead of one QuickBooks customer per shopper. Turn it on to keep the QuickBooks customer list short.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Taxable web customer "Web Sales - Taxable".

When a record is made inactive

What happens in QuickBooks when you make a customer, vendor, or item inactive: inactivate it (turning it back on creates a new QuickBooks record), inactivate and relink the same record when reactivated, or leave QuickBooks active. Choose relink to avoid duplicates.

• Default: Inactivate in QuickBooks.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Inactivate in QuickBooks and relink the same record when reactivated.

Also merge in QuickBooks when two records are merged here

When you merge two customers or vendors in Invatrak, merges them in QuickBooks too. Turn it on only if you are sure merges are always correct.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Off.

Sales posting

Where to find it: Admin › QuickBooks › Sales posting

Ship doc posts as (Invoice / Invoice and a journal entry / Journal entry only)

What a shipped ship doc becomes in QuickBooks: an invoice, an invoice plus a journal entry for cost of goods, or a journal entry only. Choose Invoice unless your accountant asks otherwise.

• Default: Invoice.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Invoice.

Post when the status reaches

The ship doc status that sends it to QuickBooks: Shipped or Closed. Choose Closed if ship docs are reviewed after shipping.

• Default: Shipped.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Shipped.

Invoice date

Whether the QuickBooks invoice is dated the day the ship doc was marked shipped or with the ship doc's own date. Use the shipped date if ship docs are created days before they ship.

• Default: Invoice date is the ship doc date.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Invoice date is the date it was marked shipped.

Due date

Whether the due date comes from the customer's terms or matches the invoice date. Keep terms so Net 30 invoices are due in 30 days.

• Default: Due date comes from terms.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Due date comes from terms.

Customer return posts as a credit memo / refund receipt

A customer return posts as a credit memo, or as a refund receipt when the money is refunded. Choose credit memo if returns are usually credited to the account.

• Default: Credit memo.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Credit memo.

Post a customer return when status reaches

The customer return status that sends it to QuickBooks: Returned or Closed. Choose Closed if returns are inspected before the credit is issued.

• Default: Returned.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Returned.

Write the sales order number on the invoice (QuickBooks field)

Writes the sales order number on the QuickBooks invoice, in the Memo, P.O. number, or Invoice number field. Keep it on so invoices can be traced back to orders.

• Default: On, Memo.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Memo shows SO10500.

Freight item and QuickBooks company has shipping enabled

How freight posts: with shipping enabled in QuickBooks, it uses QuickBooks' shipping amount and Ship via; otherwise freight is a service item with this name. Tick the box only if shipping is turned on in your QuickBooks sales settings.

• Default: Shipping; box off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Freight item "Shipping", box off.

Additional fee items

Maps each fee label used on orders to a QuickBooks item. Unmapped fees use the fee label as the item name; missing items are created.

• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Fee "Handling" maps to QuickBooks item "Handling fee".

Order-level discounts (discount line / QuickBooks discount field)

Whether an order-level discount posts as a discount line or in QuickBooks' own discount field. Use the discount field if you report discounts in QuickBooks.

• Default: Discount line.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Discount line.

Show the QuickBooks ACH pay link / card pay link

Shows QuickBooks' online payment links on invoices. Turn them on if customers pay through QuickBooks Payments.

• Default: Both off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Card pay link on.

Payments

Where to find it: Admin › QuickBooks › Payments

Bill payments stay in QuickBooks; they are not synced.

Send Invatrak payments to QuickBooks

Posts customer payments taken in Invatrak to QuickBooks. Keep it on if payments are entered in Invatrak.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Bring QuickBooks payments into Invatrak

Brings customer payments entered in QuickBooks into Invatrak. Turn it on if your bookkeeper records payments in QuickBooks.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On, when receipts are logged in QuickBooks.

Prepayments post as an unapplied customer credit / Post on sync, before the ship doc is an invoice

How a payment taken before shipping is posted: as an unapplied credit on the customer, or straight away when it syncs. Keep the first so deposits are applied to the invoice once it exists.

• Default: Unapplied customer credit.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Prepayments post as an unapplied customer credit.

Warn if QuickBooks auto-applies credits

Warns when QuickBooks is set to apply credits automatically, which can apply a deposit to the wrong invoice. Keep it on.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Deposit account per payment method

Which QuickBooks account each payment method deposits to. Map every method you use.

• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Check to Undeposited Funds; Wire to Checking.

Payment method when applying credits

The payment method name used when a credit is applied as a payment. Keep the default unless your accountant uses another name.

• Default: Credit.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Credit.

Post refunds

Posts refunds made in Invatrak to QuickBooks. Keep it on.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Purchasing posting

Where to find it: Admin › QuickBooks › Purchasing posting

Vendor returns post as vendor credits.

Receiver posts as a bill / Track the receiver here and post nothing

Whether a received receiver becomes a bill in QuickBooks, or is tracked in Invatrak only (bills then entered in QuickBooks by hand). Choose bill if Invatrak is where receiving is recorded.

• Default: Receiver posts as a bill.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Receiver posts as a bill.

Post when the status reaches

The receiver status that sends the bill: Received or In transit. Choose In transit only if you take ownership when goods ship from the vendor.

• Default: Received.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Received.

Bill date is the receiver date / vendor invoice date

Which date the bill carries. Use the vendor invoice date so due dates match the vendor's terms.

• Default: Bill date is the receiver date.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Bill date is the vendor invoice date.

Use the vendor invoice number as the QuickBooks bill number

Uses the vendor's invoice number as the bill number in QuickBooks. Keep it on so bills match vendor statements.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Bill number INV-88231.

Post a vendor return when status reaches

The vendor return status that sends the vendor credit: Returned or Closed. Choose Closed if you wait for the vendor to confirm the credit.

• Default: Returned.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Returned.

Put the customer on special-order bill lines

On bills for special orders, names the customer on the line so the cost can be billed on. Keep it on if you track job costs.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Add receiver charges to item cost / Post receiver charges as separate expense lines

Whether freight and other charges on a receiver are added into item cost, or posted as separate expense lines. Add to item cost for true landed cost.

• Default: Add receiver charges to item cost.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Add receiver charges to item cost.

Inventory journals

Where to find it: Admin › QuickBooks › Inventory journals

A document waits in the queue with status Waiting for cost until its line values are calculated; Recalculate is on the queue.

Post valuation journal entries

Posts journal entries that keep the inventory value in QuickBooks matching Invatrak. Keep it on when inventory is kept in Invatrak only.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Cost of goods on invoices

Posts cost of goods sold when an invoice posts. Keep it on.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Reverse cost of goods on credit memos

Reverses cost of goods when a credit memo posts. Keep it on so returns put value back into inventory.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Record inventory value when a bill posts

Adds the value of received stock to inventory when the bill posts. Keep it on.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Post the bill line straight to the inventory asset account / Post the bill to cost, then reclass with a journal

How bill lines hit QuickBooks: straight to the inventory asset account, or to cost of goods with a journal entry moving it to inventory. Ask your accountant; the second keeps vendor reports in cost accounts.

• Default: Post the bill to cost, then reclass with a journal.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Post the bill to cost, then reclass with a journal.

Post adjustments, Post value adjustments, Post work orders and disassembly

Which inventory documents post journal entries. Keep all three on so QuickBooks inventory value stays right.

• Default: All on.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: All on.

One journal per document / One summary journal per day

Whether each document gets its own journal entry or the day's entries are combined. Choose daily summaries if QuickBooks is cluttered with journals.

• Default: One journal per document.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: One summary journal per day.

Put the customer or vendor name on journal lines

Adds the customer or vendor name to journal lines. Keep it on for traceability.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Line memo includes the document type, number, and SKU

Adds the document type, number, and SKU to each journal line memo. Keep it on.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: "Ship doc SD-2001 WID-100".

Sales tax

Where to find it: Admin › QuickBooks › Sales tax

QuickBooks tax codes / Avalara, when that connection is on

Where tax on posted documents comes from: QuickBooks tax codes, or Avalara when the AvaTax connection is on. Choose Avalara only if AvaTax is connected.

• Default: QuickBooks tax codes.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: QuickBooks tax codes.

Send our tax amount as an override

Sends Invatrak's tax amount so QuickBooks does not recalculate it. Turn it on if QuickBooks automated sales tax changes your figures.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On, with QuickBooks automated sales tax.

Default taxable code and Default non-taxable code

The QuickBooks tax codes used for taxable and non-taxable lines. Keep TAX and NON unless your QuickBooks uses other codes.

• Default: TAX and NON.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: TAX and NON.

Freight is taxable

Posts freight as taxable in QuickBooks. Match the Charge sales tax on freight preference.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Off.

Classes & locations

Where to find it: Admin › QuickBooks › Classes & locations

Use QuickBooks classes (priority 1 to 5)

Sends classes to QuickBooks, using the first source that has one in the order you set: Line, Document, Customer, Item, Location. Turn it on if you report by class.

• Default: On; Line, Document, Customer, Item, Location.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Line, then Document, then Customer.

Map warehouses to QuickBooks locations (Warehouse to location)

Sends each warehouse as a QuickBooks location, using the mapping table. A warehouse is not a class; turn this on only if you use QuickBooks locations.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Main maps to QuickBooks location "Springfield".

Numbering

Where to find it: Admin › QuickBooks › Numbering

Credit memos, bills, vendor credits, and journals use the Invatrak number; a bill uses the vendor invoice number when present.

Invoice number (Same as the ship doc number / Sales order number / Let QuickBooks assign the number) and Prefix

Which number the QuickBooks invoice gets, with an optional prefix. Keep it the same as the ship doc so both systems show one number.

• Default: Same as the ship doc number; no prefix.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Same as the ship doc number with prefix SHP-.

If the number exists (Stop and flag an error / Add the suffix "-1")

What happens if QuickBooks already has an invoice with that number: stop with an error, or add "-1". Choose the suffix if a ship doc can produce two invoices.

• Default: Stop and flag an error.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Add the suffix "-1".

Field mapping

Where to find it: Admin › QuickBooks › Field mapping

Custom fields are limited to the connected edition; QuickBooks Advanced accepts them. A field QuickBooks does not return is left unused.

Field mapping (Target, Invatrak field, QuickBooks field)

Copies an Invatrak value into a QuickBooks field on customers, vendors, items, invoice headers or lines, or bill headers. Common choices are Sales order number, Customer PO, Sales rep, Ship method, Tracking number, Payment method, Customer part number, and Priority, into fields such as CustomerMemo, PONumber, ShipMethodRef, TrackingNum, or a custom field.

• Default: Invoice header: Sales order number to CustomerMemo.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Invoice header: Customer PO to PONumber.

Schedule & alerts

Where to find it: Admin › QuickBooks › Schedule & alerts

Enable auto sync, Frequency, Daily at

Sends the queue to QuickBooks automatically every 15 or 30 minutes, every 1, 2, or 4 hours, or daily at a set time. Turn it on once a few manual syncs have gone cleanly.

• Default: Off (manual).
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Every 30 minutes.

Active days, Active from, Active until

The days and hours auto sync may run, in the company time zone. Limit it to working hours if your bookkeeper wants a quiet QuickBooks at night.

• Default: Every day, 00:00 to 23:59.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Mon to Fri, 07:00 to 19:00.

Pause sync

Stops sending to QuickBooks while documents keep queuing. Use it during month-end close or while fixing a mapping.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Pause during the year-end close.

Email after a run (Never / Only when there are errors / After every run) and recipients

Who is emailed after a sync run and when; tick users and add other addresses. Choose errors-only once things are running smoothly.

• Default: Email after every run.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Email only when there are errors, to the bookkeeper.

Show an in-app alert when a run has errors

Shows an alert inside Invatrak when a sync run has errors. Keep it on.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Lock posted periods through

Blocks edits to posted documents dated on or before this date. It is pulled from the QuickBooks closing date when connected; set it when you close a period.

• Default: From QuickBooks, else blank.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: 2026-09-30.

Changes after posting

Where to find it: Admin › QuickBooks › Changes after posting

Deleting a posted document removes it from QuickBooks and is blocked inside a locked period. A ship doc or payment already in QuickBooks can be unsynced.

Edits to posted documents (Update QuickBooks automatically / Block the edit until the document is unposted / Allow the edit and leave QuickBooks alone)

What happens when someone edits a document already in QuickBooks. Update automatically is easiest; Block is safest for strict books; leaving QuickBooks alone means the two can drift.

• Default: Allow the edit and leave QuickBooks alone.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Update QuickBooks automatically.

Void in QuickBooks / Delete in QuickBooks when the document is voided here

Whether voiding a document here voids or deletes it in QuickBooks. Void keeps an audit trail.

• Default: Void.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Void.

First-time import

Where to find it: Admin › QuickBooks › First-time import

Runs once after connecting. Serial numbers are not imported from QuickBooks; use the CSV import for serials.

Import customers, vendors, terms, payment methods, classes, tax codes, and accounts

Copies these lists from QuickBooks when you first connect. Keep it on if QuickBooks already has your customers and vendors.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Import QuickBooks items

Copies items from QuickBooks. Keep it on if your products are already set up there.

• Default: On.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Create opening quantities from QuickBooks

Creates starting stock from QuickBooks quantities. Turn it on only if QuickBooks quantities are accurate.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Off; count stock instead.

Import open sales orders and estimates

Copies open sales orders and estimates. Turn it on if you are moving order entry from QuickBooks.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Import open purchase orders

Copies open purchase orders. Turn it on if you are moving purchasing from QuickBooks.

• Default: Off.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: On.

Map the QuickBooks SKU field to

Which Invatrak item field receives the QuickBooks SKU. Keep sku unless your SKUs live elsewhere.

• Default: sku.
• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: sku.

Sync activity

Where to find it: Admin › QuickBooks › Sync activity

Sync activity is the queue and history (Admin › Integrations › Sync queue opens it directly). Each row shows the record, its status, attempts, any error, and a totals check comparing Invatrak with QuickBooks.

Sync now

Sends everything waiting in the queue to QuickBooks immediately. Use it after fixing an error or before running reports.

• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Click Sync now after correcting a missing account.

Retry selected, Sync selected, Skip selected (with a reason), Exclude, Recalculate

Actions on queue rows: retry failed rows, sync only chosen rows, skip rows with a reason so they are not sent, exclude a row, or recalculate cost for a row Waiting for cost. Always give a reason when skipping, so the audit log explains it.

• Who can change it: Admin, or a role that has the Accounting rights and the "Can manage accounting integration" flag.
• Example: Skip selected with reason "Entered by hand in QuickBooks".

Recommended first sync: 1) Connect. 2) Review Default accounts with your accountant. 3) Choose Inventory & items and Sales posting options. 4) Run the First-time import. 5) Post a few documents with Sync now and compare them in QuickBooks. 6) Turn on auto sync.