Review QuickBooks exports and reconcile existing payments

Settings → QuickBooks is an owner-only accounting review desk. It keeps issued invoices, signed terms and cash receipts intact while creating explicit links to the correct company records. Provider activation remains part of the coordinated launch; an unconfigured workspace sends no accounting data.

Connect and choose ownership

Connect a United States QuickBooks Online company whose home currency is USD. Authorization is scoped to accounting, and credentials are encrypted separately for each workspace and connection generation. Reconnecting or changing company holds unstarted reviews so approval cannot follow a different destination.

Refresh the company’s accounts and items, choose the synchronization start date, and map bank or clearing, service, gratuity, expense, income, sales-tax-liability, dispute-loss and processing-fee accounts as needed. Unmapped flows stay held. Choose which system owns customer name, email and phone updates. Financial terms remain owned by their issued local records; QuickBooks edits to those terms require reconciliation.

The adapter verifies company currency preferences. A response that omits currency is treated as USD only when the provider confirms a single-currency USD company. Currency changes stop synchronization for review.

Export in order

Start with the client, then the issued invoice, then its cash receipts. Open Preview to see the local source, destination company and exact proposed payload. Nothing is written by generating a preview. Confirm that review to queue the export; cancel it before dispatch if necessary. The worker or Process approved exports processes approved records.

Supported bookkeeping entries are:

• Clients as Customer records, with only the reviewed ownership fields updated.
• Issued service invoices as Invoices, with non-taxable confirmation or an authoritative frozen included-tax split and reviewed sales tax code. Imported invoice emails and online card/bank collection are disabled.
• Received invoice principal as an applied Payment; gratuities as a separate SalesReceipt.
• Confirmed cash refunds as RefundReceipt records, including exact reviewed tax allocation for invoices with frozen tax detail. This records money already returned; it does not initiate another refund or charge.
• Paid expenses as Purchases, with included tax treated as cost only after explicit account-mapping confirmation.
• Other received income, gallery cash with known included tax, and verified dispute cash movements as balanced journal entries. Known fees receive separate lines; unknown fees are not guessed.

Record other received income only when it is outside issued invoices and gallery orders. Enter the actual receipt reference and exact gross and included-tax amounts in dollars. The app stores exact integer cents. These entries also appear in the accounting CSV.

New proposal and invoice lines can retain the tax label, net amount and included tax; installment invoices allocate the signed total tax without losing a cent. Map an active QuickBooks sales tax code and explicitly approve exact-tax mapping. The adapter sends that frozen tax total and rejects a provider response whose net, tax or total differs. For each principal refund, review the actual returned tax under Tax included in confirmed refunds; cumulative allocations cannot exceed the original invoice tax. Legacy invoices without an authoritative split, gallery refunds with unknown allocation, recording corrections, non-USD sources and specialized tax reporting still require accountant reconciliation. A sales-tax-liability journal records the reviewed ledger allocation; it does not replace jurisdiction-specific tax filing or Sales Tax Center reporting.

Link records that already exist

Use Link existing records when the correct customer, invoice or payment is already in QuickBooks. Enter its exact provider ID, review the two records, then confirm. Names and email addresses never silently adopt an accounting identity.

If the same payment already appears in both systems, choose the local receipt and the existing QuickBooks Payment. The principal, linked invoice and customer must agree exactly. Linking creates no additional cash entry. Any unmatched local receipt or unexplained remote invoice balance blocks further cash synchronization until the overlap is resolved.

Bring a QuickBooks payment into the invoice ledger

Find payments from the reviewed start date, then preview one by its ID. It must be positive, fully allocated to explicitly linked invoices, in the correct currency, and within the current unpaid balances. Confirm the original payment represents received funds. The import creates immutable receipt entries with provider provenance and updates the remaining balances.

Existing outbound payments are never imported back. Active hosted or automatic payment attempts, mini-session invoices, credits, unapplied funds, unknown customer links and overlapping local receipts stay held. If a previously imported payment is edited, deleted or reallocated in QuickBooks, reconcile the original receipt with an accountant; its historical local entry is not silently rewritten. Imported receipts are conservatively excluded from funding prepaid gallery allowances in this release.

Recover an interrupted export

The history keeps the exact approved source and payload. If a provider response is lost, the operation becomes UNCERTAIN. Use Recover the original provider outcome to find the exact synchronization marker and verify the accepted fields. A missing or ambiguous match remains reserved. The app does not issue a second financial POST simply because a response was interrupted.

A changed customer revision, issued source, account mapping, owner authorization or company connection holds an unstarted operation. A recording correction invalidates an unexported payment or gratuity; actual refunds remain separate cash events. If a correction occurs after an export has completed, its accountant-reviewed reversal must also be recorded in QuickBooks.

Only workspace owners can connect, map, approve, import, recover or disconnect accounting. Collaborators, guests and other workspaces cannot access these records. The review desk shows the most recent 100 records per source; a full-period CSV remains available from Finance.

Before activation

Rehearse the OAuth callback and encrypted refresh-token rotation with an Intuit sandbox company. Verify actual provider response shapes, chart mappings, invoice email suppression, taxes, expenses, partial payments, refunds, duplicate detection, lost-response recovery and a disconnect during work. Confirm the correct production company and sync start date before enabling its worker.

Implementation references: Intuit Payment API, Invoice API, JournalEntry API, and Intuit OAuth client.

The provider contract follows Intuit’s invoice interface and transaction tax detail. Real tax-code and refund behavior must pass the coordinated sandbox activation before live synchronization.