To enable the Quickbook Online integration change the Quickbooks toggle to Enable. Then click on the"Connect" button and log into your account.
Once connected click on the Submit button to save the settings.
During active syncing, you may experience unexpected behavior regarding duplicate customer creation or delayed invoice exports. This article explains why these behaviors occur and how to manage them.
New Customers are Created When an Existing One Already Exists in QBO
Why It Happens:
The system actively attempts to match your existing contacts with profiles already recorded in QuickBooks Online. However, due to strict formatting constraints and data structure limitations within the QBO API, a perfect matching link is not always possible. To prevent data from failing to sync entirely, a new customer record is generated in QBO instead.
Recommended Solution: Merge the Profiles in QBO
Rather than trying to force a match from within our system, the cleanest solution is to handle the consolidation directly inside your QuickBooks account:
- Log into your QuickBooks Online account.
- Navigate to Sales > Customers.
- Select the old customer profile that you want to phase out.
- Click Edit in the top right corner.
- Change the Display Name of the old customer to exactly match the Display Name of the newly created customer profile.
- Click Save. QBO will recognize the matching names and ask if you want to merge the two profiles. Select Yes.
Result: All historical invoices, payments, and data from the old profile will safely merge into the new profile, preserving your sync link.
Invoices are Not Syncing Immediately After Making Changes
Why It Happens:
Invoices do not sync to QuickBooks Online in real-time. To optimize performance and ensure data integrity, invoices are compiled and transmitted to QBO in scheduled background batches rather than one by one.
Recommended Solution: Allow Time for Invoices to Sync
If you have just created a customer, their associated invoices will not appear in QBO instantly.
- The Best Practice: Do not run an forced refresh. The best approach is to wait until the following day to check QBO, allowing the automated overnight syncing to completely transmit the records.