Sync Invoices to QuickBooks Online

Once QuickBooks Online is connected, Sky Schedule sends each paid invoice to your QuickBooks company. Your bookkeeper sees the same invoices you do, without retyping them.

Before you start

• You need an admin account in Sky Schedule and admin access to your QuickBooks Online company.
• QuickBooks needs at least one Income account. Sky Schedule posts sales to the first one it finds.

Connect QuickBooks

1. Open Billing > Settings and find QuickBooks.
2. Click Connect.
3. Sign in to Intuit and pick your company.
4. You return to Billing > Settings and see QuickBooks connected.

You can also connect from Settings > Integrations > QuickBooks > Connect QuickBooks.

What gets sent

When an invoice is marked paid, Sky Schedule sends three records to QuickBooks:

1. Customer. Matched by email. If there's no match, a new customer is created.
2. Invoice. One line for each line item, all under a service item called Sky Schedule Billing. The invoice number and paid date carry over.
3. Payment. The amount paid, applied to that invoice.

This happens automatically when a customer pays through Stripe, when you use Record Payment, and when an invoice is paid from an account balance. Paid flight invoices, packages, and memberships are all included.

Check whether an invoice synced

Open the invoice in Invoice Details. The QuickBooks row says Sent or Not sent.

Manage the connection

In Billing > Settings > QuickBooks, click View details to see the connected company. From there:

• Test connection checks that QuickBooks still accepts the connection.
• Reconnect signs in to Intuit again.
• Disconnect stops the sync. Invoices already in QuickBooks stay there.

Tips

• The sync only goes one way, from Sky Schedule to QuickBooks. Changes you make in QuickBooks don't come back.
• Invoices paid before you connected aren't sent. Only invoices paid after connecting sync.
• Gift cards and payment links aren't invoices, so they don't sync.

Troubleshooting

• An invoice shows Not sent. Your QuickBooks access may have expired. Click Reconnect.
• Nothing syncs at all. Make sure your QuickBooks company has an Income account.
• "Only admins can manage the QuickBooks integration." Ask a school admin to connect it.