Returns and refunds must be entered in QuickBooks.

A transaction already posted to QuickBooks that is then cancelled, refunded or returned in iPaaS.com is not voided or reversed. The transfer stops with QBOL-BIZL-1007, naming the QuickBooks document and the reversal to enter there; nothing is changed in QuickBooks (see item 16).

A document number QuickBooks already has is matched, not written twice (see item 12).

Nothing is emailed or charged. The integration never emails a sales receipt or invoice to the customer, never charges a card and does not use QuickBooks Payments: payments are recorded in the books only.

Lines are written as product lines. QuickBooks bundle (group), subtotal and description-only lines are not written.

One QuickBooks transaction per sale. Each iPaaS.com transaction becomes its own sales receipt or invoice. Posting one daily summary per store (for example, a day of POS sales as a single sales receipt) is not supported yet; it can be added on request: contact iPaaS.com support.

Use QuickBooks Online as the destination for sales, not their source. Invoices created in QuickBooks do not create iPaaS.com transactions, and an invoice's lines, addresses, taxes and amounts are not taken from QuickBooks.

Paid orders shown as Awaiting Payment: when the QuickBooks invoice keeps an open balance (for example, QuickBooks' tax is higher than the source's), a paid order comes back as Awaiting Payment, with that balance and no paid date, and no error is raised.

Overdue by the UTC date: an invoice becomes Overdue when its due date is before today's date in UTC, not in the QuickBooks company's time zone, so in US time zones an invoice turns overdue a few hours before its due date ends locally.

Fill Inventory Location before you bring inventory TO iPaaS.com.

A business with several stock locations should keep inventory in another system.

Quantities are not updated FROM iPaaS.com: they change in QuickBooks through sales and inventory adjustments. The one exception is the start quantity of a new Inventory item, written when the item is created.

Only Inventory items have a quantity. Quantities need QuickBooks inventory tracking: included in Plus and Advanced, an add-on for Simple Start and Essentials (Intuit).

Bring items TO iPaaS.com before their quantities. A quantity whose item has no iPaaS.com product yet fails with VALD-1002 (Parent Id); the Item TO iPaaS.com collection sends an item with its quantity.

Each transaction custom field must exist in QuickBooks with the same name and be turned on. Values are cut to 31 characters.

The PO number goes to a custom field named P.O. Number or PO Number when there is one, else to the private note as PO {number}.

Map Active = false to make a customer or item inactive.

Inactive customers and items still own their names and are still found by matching.

TO iPaaS.com, the polls read inactive customers too, but the default customer template takes only active ones. Inactive items do arrive (see the next point).

When an item is made inactive, QuickBooks adds (deleted) to its name, and the iPaaS.com product takes that name on the next transfer. An inactive item is Disabled in iPaaS.com and cannot be used on a new QuickBooks transaction.

FROM iPaaS.com, a product with any status other than Active (Disabled, Discontinued or Preorder) makes the QuickBooks item inactive, so it cannot be used on a new QuickBooks transaction.

Set the polls to run every 15 minutes, with one polling event per scope (see the QuickBooks Online Installation Instructions). Each poll is one QuickBooks read (see item 19).

The qbo.*.v1 scopes receive no events from Intuit, so don't set up webhooks for them. Their only use is a manual transfer of one record by its QuickBooks id (on the iPaaS.com Manual Sync page).

Quantities always come from inventory/poll.

Orders whose numbers share their last 21 characters get the same QuickBooks document number, and are then matched as the same transaction (see item 12).

Short numeric order numbers can match QuickBooks' own invoice numbers for a repeat customer. A prefix such as WEB- or POS- in the document number mapping keeps them apart.

What happens on a match is the collection's collision handling. Error fails with a coded error; Remap and Link or Update and Link link the existing record, and iPaaS.com then updates it with the mapped data, except that the default invoice filter leaves an invoice already paid in full as it is. Update and No Link stores no link, so the matched record is rewritten on every transfer, and the paid-invoice guard does not protect it.

A sale with no email and no linked customer posts to an existing QuickBooks customer with the same name, so two different people with the same name share one QuickBooks customer and its receivable. Map the customer's QuickBooks Customer Id or an email to keep them apart.

Two people with the same name and different emails become two customers; the second gets its email added to its display name, and keeps that name on later updates.

When two or more QuickBooks customers have the email being matched, nothing is written: the transfer fails with QBOL-BIZL-1002 naming them, under every collision handling setting. Map the customer's QuickBooks Customer Id (link the right customer), or give each QuickBooks customer its own email. This applies to sales receipts and invoices too, when their customer is matched by email.

A product whose name or SKU belongs to a QuickBooks category or bundle fails with QBOL-BIZL-1005, whatever the collision handling. On a transaction line with a SKU, a name that belongs to a category or bundle gets an item of its own named "Name (SKU)"; a line whose SKU belongs to a bundle, or whose name belongs to a category or bundle with no SKU, fails with QBOL-BIZL-1005.

A transaction with no document number has no duplicate check.

A create that is retried after its answer was lost (for example a timeout after QuickBooks saved the record) returns the record QuickBooks created the first time, instead of creating it again. A sales receipt or invoice needs a document number or an Ipaas Transaction Id for this; the default templates map both.

An update never writes what it does not carry: a customer update keeps QuickBooks' address lines 4 and 5 (TO iPaaS.com, only lines 1 to 3 are sent), and an item update with a blank name keeps the QuickBooks item's name.

TO iPaaS.com, a QuickBooks customer not linked yet is linked to the one iPaaS.com customer with its email (an item to the one product with its SKU, or its name when it has no SKU; a payment method to the one payment method with its name, see item 9), and the transfer updates that record. QuickBooks categories and bundles are not sent TO iPaaS.com. When several iPaaS.com records have the email, SKU or name, or the one that has it is already linked to another QuickBooks record, nothing is linked: iPaaS.com refuses the new record (BIZL-1006 for a customer or product, BIZL-1007 - Payment Method (Id: ...) already exists. for a payment method), and the log names the candidates so you can link the right one.

If you add a second mapping collection for the same record type and direction, keep the filters apart. A record that matches both is processed by both:

Manual sales tax: fill Sales Tax Code, or map Tax Code. Without either, a transaction with tax fails with QBOL-VALD-1014.

Automated sales tax: leave Sales Tax Code and any Tax Code mapping blank. On an automated sales tax company both are ignored (not sent); the tax amount is kept and QuickBooks assigns it to its jurisdictions. When the amount from iPaaS.com differs from what QuickBooks would calculate, the iPaaS.com amount is recorded, with no error.

A payment already applied to the invoice is not recorded again. The integration recognises it by its iPaaS.com payment marker or, for a payment without the marker (entered by hand in QuickBooks, recorded earlier without its iPaaS.com id, or whose memo was edited), by the same amount and the same reference or, when either side has no reference, the same date. A payment with a different reference is another payment and is recorded, even when it overpays the invoice: QuickBooks keeps the excess as unapplied customer credit, with no error, and applies it to the customer's next invoice when Automatically apply credits is on in QuickBooks.

Same amount, nothing that tells them apart: a payment of the same amount as one entered by hand in QuickBooks is refused with QBOL-BIZL-1010, and nothing is written, when no reference is on both sides and the dates do not match (a different date alone is not enough to record it). iPaaS.com's transaction payment has no date or reference field of its own, and the default templates map neither, so with the default templates every such payment is refused. iPaaS.com retries the transfer until the refusal is settled or dismissed; see QuickBooks Online Error Messages.

Settling a QBOL-BIZL-1010: edit the memo of the QuickBooks payment the message names. Add the quoted iPaaS.com payment {id} mark if it is the same payment: nothing is recorded again. Add iPaaS.com: not this payment if it is another payment: the integration records the iPaaS.com payment itself, with its method and deposit account. Then resend. The marks are not case-sensitive. A QuickBooks payment marked iPaaS.com: not this payment is never taken for an iPaaS.com payment afterwards.

The iPaaS.com transaction can list the payment twice. When the invoice is polled TO iPaaS.com before a QBOL-BIZL-1010 is settled, the payment entered in QuickBooks reaches iPaaS.com as one of the transaction's payments (section 22). After a same-payment settlement, QuickBooks has the payment once, but the iPaaS.com transaction keeps both. Systems that read payments from iPaaS.com see the amount twice.

Do not send payments for orders posted as sales receipts.

To correct or remove a payment, do it in QuickBooks.

A payment with a missing, zero or negative amount is refused with QBOL-VALD-1015 before the invoice is written, so nothing is written.

If an invoice update succeeds but a payment fails, you get QBOL-EXTN-1011 (QBOL-EXTN-1012 on a new invoice); the resend records only the missing payment.

Paid later: an order posted as an invoice and paid later is applied to the invoice the order was itself posted as, found through its iPaaS.com link (the Ipaas Transaction Id mapping), and no sales receipt is posted. Another QuickBooks invoice that only has the same document number and customer is not paid: the collection's collision handling decides, and with Error the transfer fails with QBOL-BIZL-1006 and nothing is posted or paid.

Split tender: a sale paid with two or more payment methods is posted as an invoice, paid by one QuickBooks payment per payment, each to its own deposit account, so card settlements and gift card or store credit tenders reconcile. A sale paid with one method stays a sales receipt. Every payment's method is checked before anything is written; an untranslated one fails with QBOL-NFND-1007 naming it.

TO iPaaS.com: a credit memo applied to an invoice in QuickBooks is not sent as a payment (it is not cash), and a payment that combines cash and credit sends only its cash. A payment that reached iPaaS.com and was later voided or deleted in QuickBooks is sent again with status Voided and amount 0.

A payment entered in QuickBooks without a payment method reaches iPaaS.com as Other (translation row None → Other). A QuickBooks method with no translation row stops the invoice update TO iPaaS.com until you add the row.

Status, balance and payments recorded in QuickBooks reach iPaaS.com with the next poll, including on an invoice iPaaS.com has just created or updated. For a customer, item or payment method, a change made in QuickBooks soon after iPaaS.com wrote that record, and before the next poll, can be taken for the echo of that write and skipped. It arrives with the record's next change; to send it at once, transfer the record by hand with Manual Sync, its qbo.*.updated.v1 scope and its QuickBooks id.

Held orders are not reported. A held order does not appear in Dashboard / Integration Monitoring / Error Logs. Review orders in iPaaS.com whose payments are pending or declined and have no QuickBooks document.

Capture must reach iPaaS.com. A held order is posted when the source updates it with a captured payment. If your source system captures payments without updating the order in iPaaS.com, the order stays held.

Captured status: if your source system reports captured payments with a status other than Completed, change the transaction and payment filters to that value, or every paid order is held.

Open invoices instead: subscribers or their MiSP can change the invoice filter so that these orders are posted as open invoices straight away; see Posting an Open Invoice Instead of Holding the Order in the Add/Update QuickBooks Online Invoice FROM iPaaS.com description. An open invoice for an order that is later cancelled stays open until it is voided in QuickBooks.

Late posting: a held order is posted when it is captured, but dated with the order's created date (the TxnDate mapping). If QuickBooks' books are closed for that period, QuickBooks refuses it and the order is not posted (section 25).

Paid sales are not rewritten. The default filters leave a posted sales receipt, and an invoice that is paid in full, as they are: a later change to the order at the source is skipped, with no error. Subscribers or their MiSP can change this guard in the filters.

QBOL-BIZL-1007 uses the Source Status mapping of the two transaction collections (the default templates map it). iPaaS.com retries the error until it is dismissed. To turn the check off, unmap Source Status.

Sales tax stays owed until the reversal is entered. A sale reversed at the source stays in QuickBooks, with its sales tax, until the refund, credit memo or void is entered there. On automated sales tax, that tax stays in the sales tax QuickBooks reports as owed for the period. Enter reversals before you file the sales tax return.

Month-end reconciliation. Once a month, before closing the books:

To keep the QuickBooks version, dismiss the error. To replace it with the iPaaS.com version, delete the iPaaS.com sync … mark from the document's private note in QuickBooks, then resend.

Payments and credit memos applied in QuickBooks do not count as edits.

An edit that keeps every line amount (for example a changed description or item at the same amount) is not detected, and the next update overwrites it.

Editing the private note is safe as long as the mark stays. A document with no mark (written before this check, or whose mark was deleted) is written, and marked.

Customers and items have no such check: an update writes the fields it carries.

QuickBooks requires each line's amount to equal quantity times unit price. When a mapped line amount differs (a line discount), the unit price is worked out from the amount.

A transaction's shipping amount goes in QuickBooks' shipping field when that field is turned on for sales forms, else on a line for the Shipping Item.

A transaction-level discount becomes one discount line for that amount. Percentage discounts are not used.

A transaction address's name takes the first address line; the street moves down a line.

A sale with no customer and no email (a walk-in sent with only a company) posts to one QuickBooks customer named Walk-in Customer (the default sales receipt template). Without a customer id, an email or a name (including the billing address name), a sale fails with QBOL-VALD-1011.

A line whose name belongs to a QuickBooks category or bundle, and that has a SKU, gets an item of its own named "Name (SKU)", created when Create Missing Items is on (item names are unique across all item types in QuickBooks). The next sale finds it by SKU.

A sale paid with several payment methods posts as an invoice paid by one QuickBooks payment per payment, each to its own deposit account (see item 14).

To bring in more history TO iPaaS.com, set Initial Poll Days to the number of days you need before the first poll runs. After the first poll the setting no longer applies; see Initial Poll Days in the QuickBooks Online Connections and Settings article.

For a large set of existing records, either direction, use bulk sync using Postman.

Fill Company ID with the id QuickBooks shows when you press Ctrl+Alt+? (Ctrl+Option+? on a Mac) on any QuickBooks Online screen. Spaces and dashes are ignored; anything else that is not a digit fails with QBOL-AUTH-1008. After you authorize, the integration logs QBOL-AUTH-1012 as a reminder when it is blank.

When transfers fail with "Unable to connect to subscription", open iPaaS.com's Activity Tracker and look for the entries at the same time as the error, with the same reference id. They carry the code:

Then send the records that failed again.

Disconnecting the app in QuickBooks does not stop transfers immediately: they keep working until the current access token lapses (up to an hour).

Your data is correct; these extra updates are expected.

Each one uses one QuickBooks read of the API allowance (see item 19), and shows up as a transaction update in the activity of your other subscriptions. If another subscription logs an error on these updates, the cause is in that subscription's own setup (for example its filters).

Don't add a filter to the Invoice TO iPaaS.com collection to skip them: it would also skip real changes, such as a payment entered in QuickBooks.

Variants are not created FROM iPaaS.com: send each variant as its own product if it needs its own QuickBooks item.

Keep sub-customers and jobs in QuickBooks; their parent is not shown in iPaaS.com.

The default templates keep the fields QuickBooks does not have by reading the current iPaaS.com value through DestinationValue (for example the product fields MSRP, Weight and Barcode, and the transaction amounts). Keep these mappings.

These fields are not mapped by default and are cleared on each update: a customer address's Type, an inventory record's Cost, a transaction's CompanyId, TransactionCreatedDateTime and TransactionUpdatedDateTime, and a payment's MethodInfo. To keep a value another system writes, add a Dynamic Formula mapping such as return DestinationValue != null ? DestinationValue.Cost : null;, and validate it in a staging environment.

Plain copies, such as a customer's FirstName, LastName and address fields, replace what another system wrote, even when the QuickBooks value is blank.

Each collection's description lists its own fields and formulas.

The closed period stays as it was. A price change, a void or a late document dated in the closed period is refused, so nothing in that period changes.

Refusals are reported and retried. Each refused change appears in Dashboard / Integration Monitoring / Error Logs with QBOL-EXTN-1001 and code 6210, naming the document. iPaaS.com retries it on its schedule, and it fails the same way for as long as the period stays closed. Dismiss the error once the change is handled in QuickBooks.

Changes at the source after the close: a later change at the source to an invoice dated in the closed period does not reach QuickBooks. If the change matters, enter it in QuickBooks, for example as an adjustment dated in the open period.

Late orders: an order dated in the closed period that arrives after the close, for example a held order captured later (section 15), is not posted. Enter it in QuickBooks with a date in the open period.

Payments on invoices in a closed period are recorded in the open period. When the source records a payment on an invoice dated in the closed period, the integration records the payment, dated in the open period, and applies it to the invoice. The invoice itself is not changed, and the transfer succeeds. Sending the invoice again does not record the payment twice.

A changed invoice with a payment: if the source also changed the invoice's lines or tax, that change cannot reach the closed period. The payment is still recorded, and the transfer fails with QBOL-BIZL-1012, which names the invoice and the payment. To change the invoice, reopen the period in QuickBooks and resend, or record the adjustment in the open period; otherwise dismiss the error.

Credits: a credit memo dated in the open period can be applied in QuickBooks to an invoice in a closed period. The invoice then reaches iPaaS.com with the status Credited, which the default translation turns into Complete, and with no payment for the credit (section 16).

Closing options: subscribers who close the books with QuickBooks' warning-only option, rather than a warning and a password, should validate this behavior in a staging environment before relying on it in production.

iPaaS.com <> QuickBooks Online: Background

QuickBooks Online Installation Instructions

QuickBooks Online Connections and Settings

QuickBooks Online API Endpoints

QuickBooks Online Error Messages