Overview

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Overview

Linking Salesbricks to your QuickBooks Online company automatically pushes customers, invoices, payments, credit memos, and refunds from Salesbricks into QuickBooks, and reads payment activity back out of QuickBooks to reconcile your Salesbricks invoices. Salesbricks is the source of truth for customers, invoices, and payments. The integration writes that data into QuickBooks, and reads payment updates in QuickBooks for any invoice that originated in Salesbricks. If a customer pays their Salesbricks invoice through Stripe, or checks out directly through Stripe, Salesbricks pushes the invoice and payment details into QuickBooks. If an invoice is paid outside of the Salesbricks paywall (for example, the customer pays by check or wire and you record the payment in QuickBooks), the payment syncs from QuickBooks back to Salesbricks and the invoice is auto-reconciled. See Payment sync below.

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What syncs to QuickBooks

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Customers

A Salesbricks customer syncs as a QuickBooks customer, created when a new subscription is closed.

• Display name: the customer’s legal name, suffixed with (via Salesbricks). QuickBooks requires display names to be unique across customers, vendors, and employees, so the suffix keeps Salesbricks-created records from colliding with your existing ones. Characters QuickBooks does not accept in a name are stripped, and colons become spaces.
• Company name: the customer’s legal name, without the suffix.
• Email: the accounts payable email the buyer enters when signing the order form.
• Address: the customer’s billing address, written to the QuickBooks billing address so it appears on invoices.
• Currency: on multi-currency companies, set from the invoice driving the sync. QuickBooks fixes a customer’s currency at creation, so it is never changed on later syncs.

If a QuickBooks customer with the same display name already exists and is active, Salesbricks links to it instead of creating a second one. Editing a customer’s name, legal name, or billing address in Salesbricks re-syncs the QuickBooks customer, so the two stay aligned without a manual push. To point an order at a QuickBooks customer you already have, use the Finance system field under Third-party integrations when closing the order. Reach out to Salesbricks Support if you need existing orders linked in bulk.

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Invoices

A Salesbricks invoice syncs as a QuickBooks invoice.

• Invoice date and due date come from the Salesbricks invoice. The billing terms are matched to a QuickBooks term named Net <days> when one exists in your company file.
• Invoice number: with Override invoice number on, the QuickBooks document number is the Salesbricks invoice number instead of QuickBooks’ own sequence.
• Bill email and billing address are written onto the invoice itself, not just the customer, so a re-sync never depends on the customer record being current.
• Line items are pushed one per billed brick, with quantity, unit price, and a service date taken from the line’s contract period. Lines map to QuickBooks items by SKU code, or by an item mapping when Salesbricks Support has configured one.
• Discounts are pushed as a single Total Discount line rather than being netted into each line, so a negotiated concession stays visible. Line-level discounts stay on each line when your invoice display settings put them there.
• Sales tax: with Override invoice sales tax on, Salesbricks pushes its own calculated tax and sends line amounts tax-exclusive. With it off, line amounts include tax and QuickBooks calculates its own.
• Custom fields: accounts payable email, purchase order number, and the buyer’s external ID can be written to QuickBooks custom fields. QuickBooks caps custom field values at 30 characters, so longer values are truncated. Reach out to Salesbricks Support to set this up.

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Payments

A payment recorded in Salesbricks is pushed to QuickBooks and applied against the synced invoice, depositing to the account mapped for that payment method.

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Credits and adjustments

Invoice credits and adjustments sync as QuickBooks credit memos and are applied against the original invoice, so the invoice balance drops without touching a cash account. Each type is configured independently under Credit memos. With credit memos turned off, an invoice adjustment is folded into the invoice’s discount line instead.

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Refunds

A Stripe refund is recorded in QuickBooks as a refund receipt, posted to the same account the original payment deposited to, with the invoice’s lines scaled to the refunded amount.

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Voids

Voiding an invoice in Salesbricks voids the corresponding QuickBooks invoice. Salesbricks then stops syncing that invoice, while leaving it in place in QuickBooks for your records. Terminating a subscription voids the invoices scheduled after the termination date. Reinstating that subscription unvoids them and recreates them in QuickBooks.

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Payment sync from QuickBooks

Payments and credits recorded in QuickBooks are reconciled against unpaid Salesbricks invoices, which reduces manual effort and keeps both ledgers accurate.

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How it works

A background scan rechecks each connected company at least every four hours, reading back the invoices that are still unpaid in Salesbricks to pick up their payments and applied credit memos. QuickBooks can also notify Salesbricks the moment an invoice or a payment changes, which reconciles the payment without waiting for the next scan. Both paths require Auto-matching enabled in your QuickBooks configuration. A payment recorded in QuickBooks but never applied to the synced invoice is invisible to this path. Link those with manual payment matching.

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Configuration

From Settings -> Integrations -> QuickBooks Online -> Manage, open the actions menu on the QuickBooks card and choose Update config.

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Sync settings

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Payment matching

This setting governs automatic matching only. Linking a payment yourself is covered in Manual payment matching.

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Invoice options

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Line item settings

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Credit memos

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Account representative tracking

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Account mapping

Choose Update account mapping on the QuickBooks card to map transaction types to specific QuickBooks accounts, so different kinds of transactions land in the right place in your ledger. Payment mappings offer your bank and other payment accounts; the discount mapping offers your income and discount accounts. Anything left unmapped falls back to the default account, and then to QuickBooks’ own default.

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Controlling what syncs