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Sync Payments & Credits with Quickbooks Online (QBO)
Sync Payments & Credits with Quickbooks Online (QBO)
Updated this week

What's in this Article

Quickbooks Online (QBO) Payments & Credits Sync is similar to our one-way syncing feature for invoices in Canopy. Integrating with QBO lets you create and receive payments, additional payments, and credits in Canopy that are then synced in QBO. This gets rid of the need to log information in QBO manually! Review Canopy's one-way and two-way functionality with QBO in the graphic below.

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Payments sync to QBO so long as they meet the following criteria:

  • Payments syncing is active in your Canopy settings

  • The payment is made on one or many invoices that are properly synced to QBO

    • Even if just one unsynced invoice is paid simultaneously with other synced invoices, the payment will not sync to QBO.

So how does it work? When a payment meets the criteria, the initial sync creates a payment in QBO to match the payment listed in Canopy.

QBO Sync Setup Notes

QBO Settings Warning

You may receive an error that looks like this...

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Fixing this is easy, just click on the Adjust setting button and QBO populates your settings. Finish the adjustment by clicking the pencil icon in line with the Automation settings and toggling off the "Automatically apply credits" option. Don't forget to save your changes!

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One-off Credits

Credits created in Canopy that are not linked to an invoice will sync to QBO as credit memos.

Undeposited Funds Account

The undeposited funds account in QBO will receive the following payment types from Canopy:

  • Payments processed through Canopy

  • Manual payments created in Canopy

  • Additional payments (Received as a credit memo in the undeposited funds account)

Sync Payments & Credits with QBO

1. Find your profile in the bottom left-hand corner of Canopy.

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2. Select Settings.

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3. In Integrations, click Manage on the QBO tile.

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Once you click Manage, the page redirects you to the Manage QBO Integration tab in Billing Settings.

4. Click Start in line with Payments and Credits.

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If you are not integrated with QBO, your screen will look like the image below. No worries, though; still click Start! Follow the first set of integration steps here if needed.

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Selecting Start pulls up the login window for QBO.

5. Enter your Intuit credentials and sign in.

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6. Review the information and click Sync.

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Take note: Payment & Credit Sync does not include deposits at this time.

Quick Tip: Be aware that once the payment and credit sync finishes, all payments and credits (so long as the sync is toggled on in the payment window and is associated with synced invoices) will sync to QBO moving forward.

Once it syncs and you are back in the Manage QBO Integration tab, you'll see the status for Payments and Credits as Synced.

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Reminder: When payments sync is active, Client Portal payments sync. To clarify, payments from the Client Portal will sync to QBO, as long as they are made on synced invoices and the payments and credits sync is turned on in your settings. If client portal payments are made on unsynced invoices, they won't sync to QBO and you'll have to manually enter the payment or credit.

Manage Payments & Credits Sync

Pause Payments & Credits Sync

At some point, your firm may want to hold off on syncing payments but still want to use other parts of the QBO integration. You can do that! Just keep in mind that any new payments or edits made while the sync is paused will not sync.

Tip for Pausing Sync: When the Payments & Credits sync is paused, it will only prevent created items from being synced to QBO. Synced items continue to sync even if they are edited until the entire integration is disconnected.

In the Manage QBO Integration tab:

1. Select the three stacked dots in line with Payments.

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2. Click Pause payment integration.

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3. Choose Pause.

If you'd like, go ahead and check the box to not show the message in the future.

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The status shows as Paused and a message at the bottom of the screen confirms the action.

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Resume Payments & Credits Sync

When you're ready to get back up and running with syncing QBO payments, go back to the same menu and select Resume payment integration.

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Please keep in mind that any payments and credits added or edited while the integration was paused, will not populate. These will have to be manually entered.

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The status shows as Synced and a message at the bottom of the screen confirms the action.

Manage the QBO Integration

You've got three options for what you can do to manage the QBO integration. First, let's start in the Manage QBO Integration tab of Billing Settings.

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Quick Tip: You can also see the manage option from the Integrations settings page.

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Under the three stacked dots, you'll see the option to restart the integration, view the report, and disconnect the QBO integration.

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Restart integration

Use this option when you want to restart the QBO sync. This feature is most commonly used after resolving duplicate clients.

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Clicking this option brings up the same flow as initially setting up the integration.

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View integration report

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This option populates a window where you can see matched and unmatched Clients, Service Items, and Invoices.

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Disconnect QBO Integration

Select this option if you want to disconnect the QBO integration altogether.

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A window pops up for you to read a few important notes and confirm the disconnection.

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Please Note: By disconnecting the integration, all established connections between Canopy and QBO clients/service items will be lost.

  • Those connections will have to be reconfigured if you resume the integration.

  • Payment, credit, and invoice connections will stay but can't be viewed while the integration is disconnected.

Clicking the gear icon brings up a QBO Integration Settings window where you can toggle on and off actions from Canopy and QBO. The toggles are for actions like creating new clients and editing them in Canopy or QBO. Find out what else you can do with QBO synced clients here.

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Add Payments

From the Invoices List

1. Click Add payment in line with the invoice.

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Note: If a client is not listed in QBO, payments will not sync over.

2. Select the Payment type from the drop-down.

Note: If you toggle on the sync for recurring payments, QBO creates the recurring payments on the date of the recurrence as long as the integration is connected at that time. Recurring payments will sync at the time the payment is created, assuming the following:

  • The parent invoice is properly synced

  • Payment syncing is on at the time of payment creation.

The series does not include any invoices that were previously sent. You need to pay those particular invoices separately.

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3. Toggle on the Sync payment switch.

If you have invoices synced with QBO, the Sync payment toggle will be on by default.

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Note: Invoices must be synced to QBO if you want the associated payment to sync to QBO!

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Double-check that the invoice is synced to QBO by reviewing outstanding invoices in the Create a Payment window. Synced invoices are clickable and those that are not synced are grayed out.

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4. Click Continue.

Note: Additional payments and credits will also sync to QBO.

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5. Review the payment date and payment method, then hit Continue.

Feel free to add a note for the payment as well.

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6. Verify the information is correct, then click Confirm and pay.

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7. Download or Print the payment receipt and select Done to finish.

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Edit a Payment

You cannot edit payments made with ACH or Credit Card. However, you can make edits if a payment is made by Cash, Check, or Other.

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Follow the next steps to make an edit to a payment:

1. Navigate to Billing, then Payments.

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2. Select the Payment #.

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Reminder! You can only edit Cash, Check, and Other payment types.

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3. Click the three stacked dots in the top right corner of the payment receipt.

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4. Choose Edit.

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5. Make any necessary changes to the payment and select Continue.

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6. Verify the information and select Continue.

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7. To save changes, choose Confirm and pay.

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You'll see a window confirming the modifications. Click Done or choose to Print/Download if needed.

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The change is reflected in the Payment receipts list.

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Take Note: You can view the payment sync status in this area. You'll see a column labeled "QBO sync" and that is where you can click Access to pull up the payment in QBO, or you can click on an Error to see more information or retry the sync.

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Refer to the following resources to find a description of error codes and their solutions.

There you have it! Now that you are set up to sync payments and credits to QBO, there will be less busy work and manual data entry in the future.🤯

Add an unapplied payment in QBO by:

  1. Creating a new payment entry

  2. Entering the “Amount Received” to be higher than the total of the invoices

  3. Saving and closing the receipt

That extra amount is created as an unapplied payment, which you can add to an invoice later.

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This shows up as a "Payment" in the transaction list because it reflects receiving money, which is then used to create the unapplied credit.

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Any credits created from payments in Canopy will always be listed as “Payment” in QBO.

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