Inventory Base lets you connect your invoicing software so invoices can be synced from Inventory Base to your chosen accounting platform.
This helps you manage invoice records, payment updates, and client billing workflows more easily.
Looking for another Invoicing Integration guide?
This guide is part of our Invoicing Integrations collection. You may also find these helpful:
Xero Invoicing Integration
Clear Books Invoicing Integration
QuickBooks Invoicing Integration
Managing Client-Specific Invoicing Settings
Invoicing Integration Troubleshooting
Before You Start
Before connecting an invoicing integration, make sure:
You have an active account with Xero, Clear Books, or QuickBooks.
You have access to Settings > Integrations in Inventory Base.
Your invoicing software account has the required accounts or payment settings configured.
Your clients and inspection pricing are set up correctly where needed.
ℹ️ If you cannot see the invoicing integration you want to use, please contact InventoryBase Support.
How Invoicing Integrations Work
Once connected, invoices can sync from Inventory Base to your invoicing software.
Invoices can sync when a report is marked as:
Cancelled
Complete
Closed
You can also manually sync an invoice at any time by clicking Sync Invoice.
ℹ️ Important
An invoice only syncs once.
Once it has synced, it cannot be de-synced or amended from Inventory Base.
If changes are needed after the invoice has synced, you may need to manage those changes directly in your invoicing software.
Invoice Frequency And Sync Timing
The Invoice Frequency setting controls how invoices are created and sent to your invoicing integration.
This setting is available for Xero, Clear Books, and 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. |
Invoice Date Options
The Invoice Date setting controls which inspection date is used as the invoice date.
This setting is available for Xero, Clear Books, and QuickBooks.
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 Options
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
This setting is available for Xero, Clear Books, and QuickBooks.
Sync Payments
The Sync Payments setting lets payment information sync with your connected invoicing platform.
The exact requirements depend on the integration you are using.
Integration | Sync Payments Requirement |
Xero | Syncs payments for Approved (Authorised) or Paid invoices. Requires an invoice account with payments enabled. |
Clear Books | Syncs payments for Approved or Paid invoices. Requires a bank account. |
QuickBooks | Syncs payments and updates the invoice status. |
ℹ️ If payments are not syncing, check that the invoice status and account settings are correct in your invoicing software.
Sync Zero-Value Invoices
Each invoicing integration includes an option to sync zero-value invoices.
This setting controls whether invoices with a value of 0 should still be sent to your connected invoicing software.
This can be useful if you still want a record of the invoice in your invoicing platform, even when there is no amount due.
Client-Specific Invoicing Settings
You can manage invoicing integration settings for individual clients.
This is useful if different clients need different invoice frequencies or invoicing rules.
Client-specific settings apply when that client is assigned to the inspection. In most cases, the client is assigned to the property first and then carried through to the inspection.
For more information, see:
Managing Client-Specific Invoicing Settings
What To Check If Invoices Do Not Sync
If an invoice does not sync as expected, check the following:
The invoicing integration is connected.
The correct invoicing integration settings have been selected.
The report is marked as Cancelled, Complete, or Closed.
The correct client is assigned to the property or inspection.
The invoice has not already been synced.
The invoice status in your invoicing software allows updates or payments.
Your invoicing software has the required account, revenue, or bank settings configured.
➡️ For more checks, see: Invoicing Integration Troubleshooting [TBC]
What To Do Next
Once your invoicing integration is connected, review the settings for:
Invoice frequency
Invoice date
Invoice due date
Payment syncing
Zero-value invoices
Client-specific invoice settings
You can then test the workflow by syncing an invoice and checking that it appears correctly in your invoicing software.
Need Help?
If you cannot see the invoicing integration you want to use, or if invoices are not syncing as expected, please contact our Support team.
When contacting Support, please include:
The invoicing integration you are using
The property or inspection reference
The client linked to the inspection
The invoice you expected to sync
Any error message shown in Inventory Base or your invoicing software.