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Accounting Settings — Advanced Configuration

MaidCentral Pulse includes several advanced accounting tools that save you time and reduce manual work. This article covers automation rules, QuickBooks account mappings, customer sync, and cache management. For basic setup and QuickBooks connection steps, see Accounting Settings.

Who Can Access This​

RoleAccess Level
AdministratorFull access
Office ManagerView and edit
note

Some features on this page require an active QuickBooks Online connection. If you don't see certain sections, your company may not have QuickBooks connected yet.

Automation Rules​

Automation rules control what happens automatically when you create invoices or record payments. You can find these settings in the Automation Rules card on the Accounting settings page.

Available Automations​

SettingWhat It Does
Email Invoice on CreationSends the invoice email to the customer as soon as the invoice is created
Auto-Apply CreditsApplies any available credit balance to new invoices automatically
Auto-Apply PaymentsApplies new payments to the oldest open invoices first

How to Configure Automation Rules​

  1. Navigate to Settings → Integrations & System → Accounting
  2. Find the Automation Rules card
  3. Toggle each setting on or off
  4. Changes save automatically — you will see a confirmation message
tip

Turn on Auto-Apply Credits if your team regularly issues credits. This prevents credits from sitting unused while customers have open balances.

QuickBooks Account Mappings​

When QuickBooks Online is connected, you need to tell MaidCentral Pulse which QBO accounts to use for different types of transactions. The Account Mappings card appears once your QuickBooks connection is active.

Mapping Fields​

FieldPurposeDefault
Default Income AccountThe income account used for invoice line itemsNone
Tip Line ItemThe QBO item used when recording tips on invoicesNone
Refund Line ItemThe QBO item used for refund transactionsNone
Deposit Bank AccountThe bank account refund receipts are paid fromNone

How to Set Up Account Mappings​

  1. Navigate to Settings → Integrations & System → Accounting
  2. Scroll to the Account Mappings card
  3. Select the correct account or item from each dropdown
  4. Changes save automatically — a confirmation message appears after each change

To clear a mapping, choose None in its dropdown.

warning

Clearing a mapping changes what can reach QuickBooks:

  • Without a Default Income Account, invoicing can't create a new QuickBooks item for a service that isn't linked yet. The invoice is refused with a message saying the income account is not configured.
  • Without a Tip Line Item, invoices that include a tip are refused.
  • Without a Refund Line Item or a Deposit Bank Account, refund receipts aren't posted to QuickBooks.

The dropdown lists pull directly from your QuickBooks Online account. If you recently added a new account or item in QBO and don't see it, clear the cache first (see Cache Management below).

Customer Sync​

The Customer Sync card helps you keep customer records in sync between MaidCentral Pulse and QuickBooks Online.

Sync Status​

At the top of the card, you'll see two numbers:

  • Linked — Customers that exist in both systems and are connected
  • Not Linked — Customers in MaidCentral Pulse that don't have a matching QBO record

Auto-Sync New Customers​

Toggle Auto-sync new customers to automatically create a matching customer in QuickBooks whenever you add a new customer in MaidCentral Pulse. This keeps both systems in sync without extra steps.

Bulk Sync Unlinked Customers​

If you have customers that were created before connecting QuickBooks, you can link them all at once:

  1. Click Bulk Sync Unlinked Customers
  2. Wait for the process to complete
  3. A message shows how many customers were linked and if any failed

The Manage link at the bottom of this card takes you to the full customer sync management page where you can review and fix individual customer links.

Sync Preview​

Before triggering a manual sync, you can see exactly what will be sent to QuickBooks.

How to Preview a Sync​

  1. Navigate to Settings → Integrations & System → Accounting
  2. Find the Sync Settings card
  3. Click Preview Sync
  4. A dialog appears showing:
    • Total number of items to sync
    • A breakdown by type (invoices, payments, customers, credit memos)
    • Estimated sync duration
    • A list of individual changes with entity type, name, and operation
  5. Click Sync Now to proceed, or Cancel to go back

This is helpful when you want to check for unexpected items before pushing data to QuickBooks.

Advanced QuickBooks Settings​

The Advanced Settings card appears only when QuickBooks Online is connected and active. It provides tools for troubleshooting and performance management.

API Call Logging​

Toggle API Call Logging to record detailed logs of every call between MaidCentral Pulse and QuickBooks. This is useful when working with support to diagnose sync issues.

  • When enabled, the status shows "Enabled"
  • When disabled, the status shows "Disabled"
  • Turn this off after troubleshooting to keep things running efficiently

Cache Management​

MaidCentral Pulse caches data from QuickBooks (like your chart of accounts, tax codes, and item catalog) to reduce API calls and speed up the application.

When to clear the cache: If you make changes in QuickBooks that aren't showing up in MaidCentral Pulse — for example, adding a new income account or updating a tax code.

How to Clear the Cache​

  1. Find the Advanced Settings card
  2. In the Clear Cache section, select what to clear from the dropdown:
    • All Caches — Clears everything
    • Items (Service catalog) — QBO items and services
    • Accounts (Chart of accounts) — Income, expense, and bank accounts
    • Tax Codes — Tax rates and codes
    • Customers — Customer data from QBO
    • Connection Status — Refreshes connection state
  3. Click Clear Cache
  4. Confirm in the dialog that appears
  5. Data will refresh from QuickBooks on the next access

The Cache Statistics grid shows how many items are cached for each category. A green checkmark means that category has cached data.

Importing from MaidCentral V2​

If your company previously used MaidCentral V2 with QuickBooks, you can import your existing connection credentials instead of setting up a new connection.

  1. On the QuickBooks Online card, look for the Import from V2 button
  2. Click it to bring over your existing credentials
  3. Complete the OAuth authorization to verify the connection

This option only appears if V2 credentials are detected for your account.

Tips and Best Practices​

  • Set up account mappings right after connecting QuickBooks. This ensures invoices and payments land in the correct accounts from the start.
  • Enable Auto-Apply Credits to prevent forgotten credits sitting on customer accounts.
  • Use Batch sync mode for most businesses — it costs fewer API calls and handles temporary connection issues gracefully.
  • Clear the cache if account or item dropdowns seem outdated after making changes in QuickBooks.
  • Preview before syncing when you have a large batch of pending items. This helps you catch unexpected entries before they reach QuickBooks.
  • Turn off API logging when you're not actively troubleshooting. Logging adds overhead to every API call.

Troubleshooting​

IssueSolution
Account Mappings card not visibleVerify QuickBooks is connected and not blocked. The card only shows with an active connection.
Dropdown missing a new QBO accountClear the Accounts cache in Advanced Settings, then try again.
Bulk customer sync shows failuresSome customers may have duplicate names in QBO. Review failed items in the customer sync management page.
Cache won't clearCheck your QuickBooks connection status. A blocked connection prevents cache operations.
Auto-sync toggle not savingRefresh the page and try again. If the issue persists, check that your role has accounting admin permissions.