QuickBooks
Pulse syncs invoices, payments, refunds, customers and credit memos to QuickBooks Online (QBO). This page shows where to check sync and where to fix common problems.
Connect or reconnect QuickBooks
Go to Settings > Integrations > Accounting. Steps to connect, reconnect, switch companies and choose how often sync runs are in Accounting Settings.
Check whether an invoice synced
- Open the invoice.
- Click the QuickBooks indicator to open the QuickBooks details panel.
- Check the sync status (linked since, last synced, last updated) and the customer balance in QuickBooks.
If a tip was just added, the invoice shows Pending QuickBooks sync until QuickBooks confirms. See Tips and Tip Management.
A customer or invoice is missing in QuickBooks
| What you see | What to do |
|---|---|
| Link to QuickBooks in the customer header, or a "QuickBooks Connection Required" alert | The customer is not linked to a QuickBooks customer. Click Link to QuickBooks and connect them. |
| A yellow banner with Fix Links | Some scopes, rate modifications or customers have QuickBooks links that are invalid or inactive. Click Fix Links. |
| A red banner | QuickBooks is not connected or is blocked. Reconnect it under Settings > Integrations > Accounting. |
| Items in the Sync Queue show Error | Open the item and read the message. Most errors clear on retry. Click Retry if they do not. |
| Items in the Sync Queue show Blocked | This is usually an expired sign-in. Click Reconnect, then Unblock. |
| Creating an invoice fails with a message about the scope's QuickBooks item | A scope with no QuickBooks Item gets the QuickBooks item named after its scope group, created if it doesn't exist. Creation fails when: the scope has no scope group name (give the scope a group under Settings > Scopes of Work); no Default Income Account is set, or that account is inactive (choose an active one under Settings > Integrations > Accounting > Account Mappings); the item already exists in QuickBooks but is inactive (reactivate it in QuickBooks, or choose a QuickBooks Item for the scope under Pricing & Fees, see Pricing and fees); or QuickBooks could not be reached (retry). Then invoice again. |
| A job card says a line item has an invalid QBO item link | Set the scope's QuickBooks Item, or use Fix Links. |
| A balance in Pulse differs from QuickBooks | Refresh and compare the invoice in both. When QuickBooks is connected, QuickBooks is the source of truth for the balance. |
If an error stays after you retry and reconnect, submit a ticket with the invoice number and the exact error text. See How to Contact MaidCentral Support.
An invoice is duplicated
Go into your QuickBooks Online account and delete the duplicate invoice there.
Where are late fees set up?
Late fees are controlled in QuickBooks Online, not in Pulse.
See a customer's QuickBooks balance
When QuickBooks is connected, Pulse shows a customer's live QuickBooks balance — the same balance QuickBooks itself shows — in four places:
- Customer details page. The header shows a red Overdue $X badge when any QuickBooks invoice is past due (hover it to see the full open balance), otherwise an amber Owes $X badge when the customer owes money, or a green Credit $X badge when QuickBooks shows a credit. Click View billing beside it to open the customer's billing information.
- Customer drawer. The drawer that opens when you click a customer's name in a list or on the schedule shows the same badge in its header.
- Job details drawer. The Customer section of the drawer that opens when you click a job on the schedule shows the same badge beside the section heading.
- Dispatch Board. On the Schedule page's Dispatch Board, a red dollar sign appears after the name of a customer with an overdue QuickBooks balance. Hover over it to see the overdue amount.
A customer who owes nothing and has no credit shows no badge. A customer who is not linked to a QuickBooks customer shows no badge either. Link them from the customer's Billing section first. The balance refreshes when QuickBooks reports a change and can otherwise be up to a day old. QuickBooks balance unavailable means Pulse could not reach QuickBooks. It does not mean the balance is zero. Try again in a few minutes. The balance display may need to be turned on for your company. If you don't see it, contact your administrator. See Contact Detail Workspace.