Avaza QuickBooks Online integration

The QuickBooks Online integration copies your Avaza invoices to QuickBooks Online as you create and update them, and keeps payments in step in both directions.

Only Administrators can connect and manage the integration.

What syncs

Customers are matched by name to a QuickBooks customer's display name or company name, and each line's inventory item to the product or service with the same name. Capital letters and extra spaces don't matter. When there's no match, the integration creates the customer, with its currency, billing address and the invoice contact's email, or a Service item on your Default Revenue Account. To post revenue to different income accounts, see mapping invoice lines to income sub-accounts.

These aren't copied:

• Supplier bills. Only the Xero integration syncs bills (see getting started with bills).
• Retainer invoices. Regular invoices that draw on a retainer are copied as usual.
• Credit notes and estimates. If you apply a credit note in Avaza, record the credit in QuickBooks too.
• Voiding or deleting an invoice. Void or delete its copy in QuickBooks yourself.

Connect QuickBooks Online

1. Go to Settings › App Marketplace and click the QuickBooks app. You'll find it under Featured.

2. Click Connect. The app's Settings tab opens.

3. The first time, click Grant Access to Avaza so the integration can work with your Avaza account.

4. Click Connect to QuickBooks. In the window that opens, sign in to QuickBooks and authorise access to your company.
   When the window closes, the QuickBooks panel shows your company's name and Connected. If no window opens, allow pop-ups in your browser and try again.

Choose your settings

Tick When an Invoice is created or updated in Avaza, create or update an Invoice in QuickBooks to open the invoice settings.

• Integration Start Date for Invoices: invoices created after this date and time are copied. Pick a past date to copy existing invoices on the first run. Invoices created earlier are never copied, even if you edit them later, and you can't change the date once it's saved.
• Default Revenue Account: the income account for the products and services the integration creates.
• Default Discount Account: line discounts go to QuickBooks as one discount line on this account.
• Product for Rounding Discrepancies: Avaza rounds tax line by line, so QuickBooks can come to a total a cent different. The integration adds a Rounding Adjustment line with this product so the totals match. Link the product to a neutral account, such as miscellaneous income or a rounding account.
• Only copy Avaza invoices to QuickBooks that are in status of: tick Draft, Sent, Partially Paid and Paid as needed. Late invoices count as sent or partially paid. Leave Draft unticked to keep drafts out of your books. A draft is then copied the next time the sync runs after you send it, or straight away if you click Sync Now.
• Automatic Invoice Number: let QuickBooks number the invoices. Otherwise each QuickBooks invoice gets the Avaza number, with the prefix from invoice settings.
• Map Tax Codes: for each Avaza tax, choose the QuickBooks tax code with exactly the same percentage (see setting up tax). Map every tax you use. An invoice with an unmapped tax fails, and while no tax is mapped, no invoices are copied at all.

For payments, tick one option or both. A payment is never copied back to where it came from.

• Send Payments from Avaza to QuickBooks: payments you record in Avaza, including online payments, are applied to the linked QuickBooks invoice. Choose the account under Deposit Payments into Account. Choose Undeposited Funds to reconcile in QuickBooks.
• Send Payments from QuickBooks to Avaza: payments applied in QuickBooks to invoices that came from Avaza are recorded in Avaza.

Payments only sync for invoices the integration has copied, and each payment is copied once. If you change or delete it later, do the same in the other system.

Added an account, product or tax code in QuickBooks? Choose Refresh at the bottom of the list to reload it.

Start the sync

Click Save Settings, then Start Sync. From then on, an invoice is copied as soon as it's created or updated in Avaza, and payments are picked up when QuickBooks reports them. Last Invoice Sync shows when the sync last ran.

• Sync Now runs a sync straight away, even while the sync is paused.
• Pause Sync stops automatic copying until you click Start Sync again.

Start Sync and Sync Now stay greyed out until QuickBooks is connected and you've saved the invoice option with at least one status ticked.

Each invoice goes across with its customer, dates, lines, taxes, discounts, currency and exchange rate (see multiple currencies). Its notes become the QuickBooks message, and its PO number and subject the private note. Later changes update the lines, taxes, due date and notes, but not the customer, issue date or number. Line changes made in QuickBooks are overwritten the next time the invoice changes in Avaza, so make your changes in Avaza.

Fix sync errors

When something fails, the integration logs it and emails your Account Email (in Settings › General) and the Administrator who last opened the integration's settings. The email links to the Avaza invoice, quotes the error and names your QuickBooks company. Reply to it if you need help.

Click View Details in the Activity Log panel at the top of the settings to see every transaction, marked Ok or Error. Filter to Errors and click a row for the full message. A failed transaction is retried, and ignored after five failures. Click Ignore to stop retrying, or Undo to try again.

Disconnect

To stop copying but keep your settings, click Pause Sync.

To disconnect, click Disconnect QuickBooks in the QuickBooks panel, then Yes. This removes all the integration's settings and data, and reconnecting doesn't bring them back. It also forgets which invoices it copied, so if you reconnect later, set the start date to that day, or invoices already in QuickBooks can be copied again.

To also remove the app's access to your Avaza account, click Disconnect at the top of the QuickBooks app's details. Avaza doesn't ask you to confirm.

If someone disconnects Avaza from within QuickBooks, the sync pauses. Connect to QuickBooks again from the Settings tab, set the start date and click Start Sync.