Send paid invoices to QuickBooks Online
Connect the Intuit company once, pick the income item every line posts to, and each invoice becomes a Sales Receipt the moment it is paid.
For owners
WebSettings → Integrations → QuickBooks Online, organization owner only. Connect the Intuit company, pick one income item, then turn on Sync paid invoices. From then on every invoice becomes a QuickBooks Sales Receipt the moment it is paid. Unpaid and voided invoices never go across.
Before you connect#
Two things have to be true.
You must be the organization owner. Every part of this page is owner only. An admin who is not the owner opens it and sees an Owner required panel. On the iOS app, Accounting Integrations tells you to manage QuickBooks on the web.
You need an active Product/Service item in QuickBooks. Every line of every Sales Receipt posts to one income item that you pick here, and you cannot pick it if it does not exist yet. Create it in QuickBooks first if you have not: most schools use a single Flight Revenue or Sales item.
Connect QuickBooks#
Open Settings → Integrations → QuickBooks Online
The page has a three-step strip across the top: Connect, Map income, Sync on. It tells you where you are.
Click Connect QuickBooks
Intuit's own sign-in opens. Authorize the company you want AerScheduler to post into. Pick carefully if you keep more than one company file.
Check the company name
Once connected, the page shows the connected company's name. A sandbox company is labelled so.
Choose the income item#
Pick one from Income item (from QuickBooks). The list is loaded live from your Products & Services, so what you see here is what is in QuickBooks right now.
Every line of every receipt posts to this one item. There is no per-line mapping.
Turn sync on#
Switch on Sync paid invoices. The toggle cannot be turned on until an income item has been chosen, which is the point of the three-step strip.
From that moment, an invoice is pushed as soon as it becomes paid, whether that was a card payment, autopay, or you clicking Mark paid.
Backfill past paid invoices#
Click Sync past paid invoices to send invoices that were already paid before you connected.
A run is capped at 25 invoices. Run it again for the next batch until the activity feed stops finding work.
What lands in QuickBooks#
One Sales Receipt per paid invoice, against a customer matched by email address, once and only once.
Each receipt carries a private note holding the AerScheduler and Stripe references, the member, the instructor, the flight date and the tail number, so a receipt can always be traced back to the flight that produced it.
In AerScheduler you see the result in two places: a green tick on the invoice row in the Billing table, and a QuickBooks section in the invoice detail panel showing the Sales Receipt id, how long ago it synced, and Open in QBO.
When a sync fails#
Syncing fails softly and never blocks the money. If QuickBooks is unreachable when a member pays, the payment still succeeds and the invoice is still Paid here. Only the bookkeeping step is outstanding.
A failed invoice shows a red Failed chip with the error on the Billing list, and the invoice detail panel offers Retry.
The Activity feed at the bottom of the QuickBooks page records every attempt, success, skipped or error, with the invoice number and what triggered it. The most recent error is also shown at the top of the page.
The common one is "Invoice has no customer email for QuickBooks." A Sales Receipt is matched to a QuickBooks customer by email, so an invoice with no email on it cannot be posted. Add the email to the member's record. Guest invoices without an email hit the same wall.
If Intuit's authorization has lapsed, the page offers Reauthorize or Reconnect QuickBooks. Use it and then retry the failed invoices from their detail panels.
Disconnecting#
Disconnect QuickBooks revokes the tokens at Intuit and deletes the stored credentials here. Sales Receipts that already went across stay in QuickBooks; disconnecting does not reach back into your books.
Reconnecting later starts from the setup strip again, including picking the income item.
Related#
Marking an invoice paid is what triggers a sync.
Including why the Tax collected report is empty.
Still stuck on this?
Email support@aerscheduler.com and tell us what you were trying to do. We answer.