# Send paid invoices to QuickBooks Online

> Connect your Intuit company, answer a few setup questions (start date, what else records this revenue, where money lands), and each paid invoice becomes a Sales Receipt.

Source: https://www.aerscheduler.com/docs/billing/send-paid-invoices-to-quickbooks
Section: Billing and payments. For: Owners.

`Settings → Integrations → QuickBooks Online` (web console), organization owner
only. Connect your Intuit company, answer the setup questions, then turn sync on. Every
invoice paid on or after the start date you choose becomes a QuickBooks Sales Receipt.
Nothing is sent to QuickBooks until every question is answered.

**Who can do this:** Owners

## Before you connect

**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 only notice. On the iOS app, Accounting
Integrations tells you to manage QuickBooks on the web.

**You need at least one active Service or Non-inventory item in QuickBooks.** Each line of a
Sales Receipt posts to an item you pick, and its income account is what shows on your Profit
and Loss. Inventory items are not offered, because they would take stock off your shelf and
post cost of goods on every receipt.

> **Careful:** Check that nothing else already records your flight revenue in this QuickBooks company: a
> bank feed rule that books your Stripe deposits as income, Stripe's own QuickBooks app, a tool
> like Synder, or a bookkeeper entering it by hand. If one does and AerScheduler posts it too,
> every payment is counted twice. QuickBooks cannot tell us which tool made an entry, so setup
> asks you.

## Connect QuickBooks

1. **Open Settings → Integrations → QuickBooks Online**

   ![Settings, Integrations, QuickBooks Online](https://www.aerscheduler.com/docs/quickbooks-setup.png)

2. **Click Connect QuickBooks**

   Intuit's own sign-in opens. Authorize the company you want AerScheduler to post into.
   Connecting only reads your company. Nothing is written to QuickBooks yet.

3. **Confirm it is the right company**

   Setup opens one question at a time, starting with the company: its name, legal name,
   location and when it was created in QuickBooks. Intuit lists every company your login can see, including an accountant's client
   files and separate LLCs, so check before you confirm. Customers AerScheduler creates can
   never be deleted from the wrong company.

## What setup asks

Each answer saves as you give it, so you can close setup and come back: the Overview shows
how many are answered, and Continue setup picks up at the next one. To change an answer
later, open the Settings section and choose Change next to it.

**What else records this revenue.** Pick the answer that is true today.

- **Nothing yet**: AerScheduler can post from any start date you choose, including history.
- **A bank feed rule, or your bookkeeper by hand**: AerScheduler can take over, but only from
  today onward. Turn the bank rule off, or tell your bookkeeper to stop, the same day.
- **Stripe's QuickBooks app, another tool, or not sure**: sync stays off. Turn the other tool
  off first. If you are not sure, run Profit and Loss for last month in QuickBooks: if your
  flight revenue is already there, something is recording it.

**Start date.** Invoices paid on or after this day post. Nothing before it ever does. Pick
today to start fresh, or an earlier day to bring history in. Before you save, the page shows
how many invoices and how much money would post, by year. A date that reaches into a year you
have probably already filed asks you to type that year to confirm. If your QuickBooks books
are closed through a date, nothing can post on or before it.

**Income items.** A default item for every line, plus an optional item per kind of charge:
aircraft and simulator rental, instruction and ground school, fees (late, cancellation, card,
service), membership dues, and everything else. Decide this before bringing in history.
Changing it later does not re-file receipts already posted.

**Where card payments land.** The QuickBooks account card and ACH payments collected through
Stripe are recorded to. Most schools use a Stripe clearing account, because Stripe pays out
in batches with its fees taken off. Undeposited Funds works too, but then your bookkeeper
groups receipts into deposits and subtracts the Stripe fees by hand.

**Front-desk payments.** Whether cash and check payments the desk marks as paid post too,
and to which account (usually Undeposited Funds). An invoice someone marked paid in your own
Stripe dashboard counts as a front-desk payment too, because no card was charged; for older
invoices AerScheduler asks Stripe before posting. Leave front-desk payments out if your
bookkeeper already records them when the money is deposited.

**Turn on.** Sync paid invoices. Pausing it is safe: anything paid while it is off posts
when you turn it back on, as long as it is on or after the start date.

## What lands in QuickBooks

One Sales Receipt per paid invoice, dated the day it was paid in your school's time zone,
against a customer matched by email. Guest bookings post under the guest's own name and
email. The same person booking twice, or a guest who is also a member, lands on one
customer.

Each receipt's private note holds the AerScheduler and Stripe references, the member or
guest, the instructor, the flight date and the tail number, so a receipt can always be
traced back to the flight that produced it.

History posts in the background, oldest first, about 25 a minute. You can close the page.
The Overview shows how many are in QuickBooks, how many are still to post, how many are
before your start date, and how far along it is. Activity lists every receipt posted or
removed and every problem, newest first, with the invoice it was about and what started it (the
background sync, a payment, a refund in Stripe, or a button someone pressed). A problem row also
says where that invoice stands now: still waiting on you, sorted out since, or being tried again
automatically. Switch it to Problems only to see just the failures.

In AerScheduler you see the result on each invoice: a QuickBooks section in the invoice
detail panel with the Sales Receipt id and Open in QBO.

![Invoice detail panel](https://www.aerscheduler.com/docs/invoice-detail-panel.png)

## When something can't post

Syncing never blocks the money. If QuickBooks is down or busy when a member pays, the payment
still succeeds and the invoice is still Paid here. It posts on its own once QuickBooks
answers.

An invoice that needs a person lands in the **Needs attention** section, with a sentence
saying what to fix. If anything has been waiting a day or more, every owner gets a
notification, so nothing sits there unnoticed. The common ones:

| Shown as                           | What to do                                                                                                                                                                                                                               |
| ---------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Name already used in QuickBooks    | You already have this person in QuickBooks under their name but without their email. Add the email to that customer in QuickBooks, then Retry. If it is a different person, create a customer with this email in QuickBooks, then Retry. |
| Customer inactive in QuickBooks    | Make the customer active again in QuickBooks, then Retry.                                                                                                                                                                                |
| Several QuickBooks customers match | Two customers share this email. Merge them in QuickBooks, then Retry.                                                                                                                                                                    |
| No email address                   | Add an email to the member's profile, then Retry.                                                                                                                                                                                        |
| No member or guest                 | The booking's type was changed after it was paid. Void it, or record it in QuickBooks by hand.                                                                                                                                           |
| Partially refunded                 | A receipt for the full amount would count money you gave back. Record the payment and the refund in QuickBooks yourself, then choose Handled.                                                                                            |
| Dispute won after books closed     | A card dispute was won and the payment is back, but its date is now inside a period your QuickBooks books are closed through. Record it in QuickBooks by hand, then choose Handled.                                                      |
| Refunded, then paid again          | It was partly refunded and then marked paid again at the desk. Record the payments and the refund in QuickBooks by hand, then choose Handled.                                                                                            |
| Couldn't confirm how it was paid   | Stripe no longer has the invoice (for example, the school moved to a different Stripe account), so AerScheduler can't tell a card payment from cash marked paid in Stripe. Record it in QuickBooks by hand if it belongs there.          |

Retry from an invoice's menu, or Retry all after fixing, puts it back in the queue. For the ones you
record in QuickBooks yourself (a partial refund, sales tax, a payment Stripe can no longer show),
choose **Handled** once you have. Retry isn't offered for a partial refund, sales tax or an
invoice that collected nothing, because retrying can't change those.

Once you choose Handled, AerScheduler leaves that invoice alone and it drops off the list. If an
earlier attempt to post it never got an answer, Handled first checks QuickBooks for a receipt
from that attempt: one for the right amount is kept (the invoice counts as posted), and any
other copy is deleted.

If you delete or deactivate an item or account in QuickBooks that AerScheduler posts to, sync
pauses and the Overview asks you to pick a replacement. Turn sync back on once you have.

## Refunds

When a paid invoice is refunded in Stripe after its receipt went to QuickBooks, AerScheduler
removes that receipt. A full refund stays out. A partial refund then shows under Needs
attention for you to record by hand. If your bookkeeper already included the receipt in a
bank deposit, QuickBooks will not let it be removed automatically, and it shows under Needs
attention instead.

### Card disputes

A dispute takes the money back out of your Stripe balance, so AerScheduler treats it like a
full refund and removes the receipt. If you win the dispute, the payment is put back: the
receipt stays if it had not been removed yet, or it posts again. If its date is now inside a
closed period, it shows under Needs attention for you to record by hand.

## Taking receipts back out

- **Before a date**: set the start date and tick Also remove the receipts AerScheduler already
  posted before this date. If some are already before your start date, Connection → Receipts
  before the start date → Remove takes them out without changing it.
- **Everything** (for example, the wrong company was connected): Connection → All receipts →
  Remove all. Sync turns off and every receipt AerScheduler posted to that company is
  deleted there. Customers stay, because QuickBooks does not allow deleting a customer that has
  ever had a transaction.

## Reconnecting and switching companies

AerScheduler keeps the connection alive by itself. Intuit's authorization lasts 100 days
and renews every time something posts, and for a school with sync paused, or a quiet
season, AerScheduler renews it in the background. You should never be asked to reconnect
on a schedule.

If it does lapse (you revoked access at Intuit, or the connection was refused for long
enough), the page offers Reconnect QuickBooks at the top and every owner gets a
notification. Reconnecting to the same company picks up where you left off, and
everything paid meanwhile posts once you do.

Connecting to a **different** company (Connection → Connect a different company) clears every
setup answer and turns sync off, so nothing posts into the new company until you confirm it
and answer the questions again. Receipts already posted to the old company stay there. While receipts are still being removed
from the connected company, switching is refused until that finishes. If removals can't run
(for example, the connection lapsed), **Stop removing** leaves those receipts in QuickBooks so
you can disconnect or switch.

Start a connection from this page, in the browser you finish it in. Intuit's approval page
only completes in the browser that started it, so a link forwarded to your bookkeeper is
refused. If your bookkeeper holds the QuickBooks login, connect together on one computer:
start it here, and let them sign in to Intuit when it asks.

## Disconnecting

Connection → Disconnect revokes access at Intuit. Sales Receipts that already went across stay
in QuickBooks; disconnecting does not reach back into your books.

## Related

- [Mark paid, void or refund](https://www.aerscheduler.com/docs/billing/mark-an-invoice-paid-void-or-refund-it): Marking an invoice paid is what triggers a sync.
- [Billing troubleshooting](https://www.aerscheduler.com/docs/billing/billing-troubleshooting): Including what happens to invoices that carry sales tax.