The QuickBooks invoicing integration lets you sync invoices generated in Inventory Base to your QuickBooks account.
Once connected, you can choose how invoices are created, which date is used, when invoices are due, and whether payments should sync and update invoice status.
Looking for another Invoicing Integration guide?
This guide is part of our Invoicing Integrations collection. You may also find these helpful:
Before You Start
Before connecting QuickBooks, make sure:
You have an active QuickBooks account.
You have access to Settings > Integrations in Inventory Base.
The Invoices feature is enabled on your Inventory Base account.
Your QuickBooks account is set up to receive invoices and payment updates.
If you want to sync payments, your default QuickBooks account must be able to receive payments.
Inventory Base must be able to generate invoices before invoices can sync to QuickBooks. If the Invoices feature is not enabled, inspection invoices will not be generated and there will be no invoice to send to QuickBooks.
If you cannot see QuickBooks in your integration options, please contact Support.
Getting Connected
To connect QuickBooks:
Go to Settings.
Select Integrations.
Find QuickBooks.
Click Connect.
Follow the QuickBooks prompts to authorise the connection.
Once connected, return to Inventory Base and review your QuickBooks invoice settings.
Once connected, Inventory Base can sync generated inspection invoices to QuickBooks based on your selected invoice settings.
QuickBooks Settings
Once QuickBooks is connected, you can manage how invoices sync from Inventory Base to QuickBooks.
Setting | What This Means |
Choose whether invoices are created individually, weekly, or monthly. | |
Choose whether the invoice uses the inspection Conduct Date or Completion Date. | |
Choose how many days after the invoice date the invoice is due. | |
Choose whether payment information should sync and update invoice status. | |
Choose whether zero-value invoices should sync to QuickBooks. |
Invoice Frequency
Invoice Frequency
The Invoice Frequency setting controls how invoices are created and sent to QuickBooks.
Frequency | What This Means | When The Invoice Is Sent |
Individual | A single invoice is created for each inspection. | The invoice is sent the following day at 7am. |
Weekly | One invoice is created for a client’s inspections from the previous week. | Weekly invoices are sent every Monday at 7am. This covers the previous Monday 00:00 to Sunday 23:59. |
Monthly | One invoice is created for a client’s inspections from the previous month. | Monthly invoices are sent on the 1st of the month at 7am. This covers invoices marked Cancelled, Complete, or Closed in the previous month. |
Invoices can sync when a report is marked as:
Cancelled
Complete
Closed
Invoice Date
Invoice Date
The Invoice Date setting controls which inspection date is used as the invoice date.
Option | What This Means |
Conduct Date | Uses the date the inspection was conducted. |
Completion Date | Uses the date the inspection was completed. |
Invoice Due Date
Invoice Due Date
The Invoice Due (days) setting controls how many days after the invoice date the invoice is due.
Available options are:
7 days
14 days
30 days
45 days
Sync Payments
Sync Payments
The Sync Payments setting controls whether payment information syncs with QuickBooks and updates the invoice status.
If payments are not syncing, check that:
Sync Payments is switched on in Inventory Base.
The default QuickBooks account can receive payments.
The invoice has not already been paid in full in QuickBooks.
Only certain QuickBooks account types can receive payments, so you may need to review your QuickBooks account settings if payments are not syncing as expected.
Sync £0 Invoices With QuickBooks
Sync £0 Invoices With QuickBooks
The Sync £0 invoices with QuickBooks setting controls whether invoices with a value of 0 should still be sent to QuickBooks.
Switch this on if you still want zero-value invoices to appear in QuickBooks for record-keeping.
Switch this off if you do not want zero-value invoices to sync.
Important Invoice Sync Notes
An invoice only syncs once.
Once an invoice has synced to QuickBooks, it cannot be de-synced or amended from Inventory Base.
If changes are needed after syncing, you may need to manage those changes directly in QuickBooks.
What To Check If Invoices Do Not Sync
If invoices are not syncing to QuickBooks, check the following:
The Invoices feature is enabled on your Inventory Base account.
QuickBooks is connected in Settings > Integrations.
The report is marked as Cancelled, Complete, or Closed.
The invoice has not already been synced.
The correct client is assigned to the inspection.
The invoice frequency settings are correct.
The invoice is due to sync based on the selected frequency.
There are no errors in QuickBooks preventing the invoice from being created.
What To Check If Payments Do Not Sync
If payments are not syncing to QuickBooks, check the following:
Sync Payments is switched on.
The default QuickBooks account can receive payments.
The invoice has not already been paid in full in QuickBooks.
If the invoice has already been paid in full, QuickBooks will not accept any more payments synced to it.
What To Do Next
After connecting QuickBooks, review your settings for:
Invoice frequency
Invoice date
Invoice due date
Payment syncing
Zero-value invoice syncing
If different clients need different invoicing rules, you can also manage invoicing settings per client.
ℹ️ For more information, see: Managing Client-Specific Invoicing Settings
Need Help?
If QuickBooks is not visible, invoices are not syncing, or payments are not updating as expected, please contact Support.
When contacting Support, please include:
The inspection reference (URL)
The client linked to the inspection
The invoice you expected to sync
Whether Sync Payments is switched on
Any error message shown in Inventory Base or QuickBooks
Screenshots/screen-recordings that will help show the issue.