How Invoice Syncing Works with QuickBooks Online (QBO)

Syncing invoices from Docket into QuickBooks Online (QBO) keeps your finances clean and accurate. Here’s how the process works and best practices to avoid errors.

Overview

When you sync invoices, Docket sends over customer, product/service, and payment data. QBO then creates or updates records. Proper setup prevents duplicates and mismatches.

Step 1: Create an Invoice in Docket

1. Create an invoice in Docket as usual.
2. Click Sync to QuickBooks.

👉 If the customer doesn’t exist in QBO, Docket will create one automatically using the Display ID.

• If a Company Name is entered, QBO uses it.
• If only a First/Last Name is entered, QBO uses that instead.

Step 2: Sync Payment Data

• You can sync invoices before or after payment.
• Best practice: Sync after payment. This ensures QBO records the invoice as paid, making reconciliation easier.
   

Step 3: Bulk Sync Invoices

1. In Docket, go to Invoices.
2. Select invoices > Actions > QuickBooks Sync.
3. Bulk sync multiple invoices at once.

Client Sync Behavior

• Deleting a client in Docket does not remove it from QBO.
• Unsyncing in Docket also does not affect QBO.
• Client records must be managed directly in QBO.

Naming Rules to Prevent Duplicates

• Customer names in Docket and QBO must match exactly.
• Product/Service names must also match exactly.
• If they don’t:
  • Duplicate customers may be created.
  • Products may default to a generic “Service” in QBO.

Sync Results Summary

Best Practices

• Sync after payment when possible.
• Always confirm customer and product/service names match across systems.
• Use bulk sync to save time but test with a single invoice first.

Summary

• Docket syncs invoices, customers, and payments into QBO.
• Names must match exactly to avoid duplicates.
• Bulk sync is available, but start with single invoice tests.