Check your invoice's QuickBooks sync

Use the QuickBooks sync card on the invoice page to see whether the invoice, plus its related payments or credit memos, has been sent. Read the latest status and its reason before changing the invoice.

Check the invoice and its related records

1. Open Invoices and select the invoice you need to check.
2. In the side panel, find QuickBooks sync. Last synced gives the last sent date or Not yet. Direction reads To QuickBooks once the card has a mapping or sync entry; otherwise the card shows None yet.
3. Read Latest when present. This line describes the newest entry, so pending work can show even when Last synced carries a prior date.
4. Read each listed payment and credit memo separately. The card lists a separate entry for every non-voided payment and every credit memo whose sync log is available through a QuickBooks connection.

When QuickBooks is not connected, the card says Not synced to QuickBooks. Use Connection settings to open Settings → Integrations.

Tell waiting work from a completed sync

The card uses these words for its newest entry:

• Waiting, Sending, and Waiting for approval mean that newest entry has not been sent.
• Sent means that entry was delivered. The card also uses Sent with a date for a payment or credit memo that has a recorded sent time.
• Did not send and Failed mean the newest entry did not complete.

The invoice page can also show a message above the record after a sync attempt. Queued for QuickBooks. It will be sent in the next sync. means the invoice is waiting. Synced to QuickBooks. confirms that attempt completed. Nothing to send. QuickBooks doesn't need this invoice, for example because it is void. means there was no invoice to send.

Read a refusal or review reason

When the card has a reason, the reason appears directly below the status as Why: followed by the recorded detail. Use that detail to identify what needs attention; never treat a previous Last synced date as proof that the newest entry completed.

For a refusal, the invoice page shows QuickBooks sync refused: followed by the recorded reason and Nothing was sent. Without a recorded reason, the page says QuickBooks sync refused this invoice, so nothing was sent. Fix the invoice, then sync again.

When the page says QuickBooks sync needs review:, read the reason in that message. The fallback explains that a line is missing a tax code or a QuickBooks item and says to fix the line in Settings, then sync again. A card can also say that one or more difference needs review.

Notice a removal in QuickBooks

Removed in QuickBooks is a chip on the invoice title line. The chip means the QuickBooks mapping was removed while the invoice remains in Thermal. This is separate from the invoice's normal status, so check the sync card and the invoice before deciding what to correct.

Correct invoice amounts after a recorded payment

On a partially paid invoice, Line prices locked explains the rule: Refund or unapply the recorded payments before correcting this invoice. A recorded payment makes the invoice amounts fixed, so use a credit memo for a changed amount instead of editing the invoice lines.