Smart Accounting Hub for QuickBooks Online (QBO) Invoice Settings

NAVIGATION  Left Navigation Menu > Admin > Extensions & Integrations > Smart Accounting Hub > Settings

IMPORTANT  Please review the information in Smart Accounting Hub for QuickBooks Online to ensure the integration is connected before configuring the settings on this page.

Configure Settings

Setting Description
General Invoice Settings
Automatic Invoice Sync If selected, the automatic invoice sync is enabled and the Smart Accounting Hub will scan every 15 minutes for invoices based on the Sync Behavior settings.

Automatic Payment Sync

 

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.

Automatic Voided Invoice Sync

 

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.

Sync Behavior Settings

Invoice Max Age

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.

Invoice Numbering

 

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.

Voided Invoice Max Age

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.

Income Account to Use

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

Create QuickBooks Item Automatically

 

  • 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.

Group Invoice Lines By Autotask Billing Code

 

  • 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.

Include Customer Message

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.

Email Invoices Automatically

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

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

Ignore Zero-Balance Invoices

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

Payment Settings
Allow Invoice Payments by Credit Card
  • 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.

Allow Invoice Payment by ACH

  • Yes: Select to allow the customer associated with the invoice to pay by ACH.
  • No: Select to never allow the customer associated with the invoice to pay by ACH.

  • Only allow when a stored payment method exists for the customer in QuickBooks: This setting allows the invoice Online Payment ACH 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 ACH. 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.

Click Save to complete any changes before leaving this page. To revert all settings on this page to their default settings, click Restore Defaults.

Settings and Mappings