Smart Accounting Hub Invoice Settings for QuickBooks Online

If selected, the automatic payment sync is enabled and the Smart Accounting Hub will scan every 15 minutes for invoice payment information based on the Sync Behavior and Payment settings.

NOTE  This feature is not available for sandbox environments.

If selected, the Smart Accounting Hub will scan every 15 minutes for invoices that have been voided, based on the Sync Behavior settings.

NOTE  It is recommended to not enable any automatic sync settings until all other settings are configured.

The maximum age of invoices, expressed in number of days (inclusive), that will be considered for syncing.

EXAMPLE  If the max age is set to 14 days, when scanning on March 3, 2025, the Smart Accounting Hub will only sync items as far back as February 17, 2025.

Select the method that QuickBooks Online should use to number invoices.

• Let QuickBooks generate the invoice number: The invoice number field in Autotask PSA will be blank initially. Once the invoice has synced to QuickBooks Online, the QuickBooks invoice number populates. For this setting to work correctly, you must have invoice numbering disabled in Autotask PSA. Refer to Contracts and billing system settings.
• Use the Autotask invoice number: The invoice number in QuickBooks Online will be the invoice number assigned in Autotask PSA.

The maximum age of voided invoices, expressed in number of days (inclusive), that will be considered for syncing.

EXAMPLE  If the max age is set to 14 days, when scanning on March 3, 2025, the Smart Accounting Hub will only sync items as far back as February 17, 2025.

Select an available income account in which the invoices from Autotask will sync to QuickBooks. The drop-down list is sourced directly from QuickBooks.

• If selected, any items that do not exist in QuickBooks during an invoice sync will be automatically created using the naming convention set in Item Settings. Refer to Item Settings.

• If not selected, any items on an invoice that are not found in QuickBooks during an invoice sync will display an error in the Activity Logs. Refer to View Logs.

• If selected, any line items that have the same billing code will be grouped using the corresponding Autotask Billing Code when synced to QuickBooks.

• If not selected, all line items will sync as an individual line item on the QuickBooks invoice.

If selected, the Message on invoice field on the QuickBooks invoice will be populated with additional information about the invoice from Autotask, i.e From date, To date, etc.

If selected, invoices will be automatically sent to customers from QuickBooks.

NOTE  Emailed invoices must be configured in QuickBooks if this feature is enabled.

If selected, all invoices with a total balance of $0.00 will be ignored and will not sync to QuickBooks.

• Yes: Select to allow the customer associated with the invoice to pay by credit card.

• No: Select to never allow the customer associated with the invoice to pay by credit card.

• Only allow when a stored payment method exists for the customer in QuickBooks: This setting allows the invoice Online Payment credit card flag if the customer associated with the invoice has a default Payment method set up in their Customer Details in QuickBooks. If no default payment method is set up for the customer, the customer will not be able to pay by credit card. Please note that if selected, this setting will be applied to ALL invoices synced to QuickBooks. If there are exceptions, you must clear the setting on individual invoices in QuickBooks.