Syncing Invoices to QuickBooks

Push invoices from Monk to QuickBooks with full control over line item mapping and customer linking.

Overview

Monk's invoice sync feature lets you push invoices to QuickBooks while maintaining control over how data maps between the two systems. Before syncing, you can review each invoice, assign QuickBooks items to line items, and link or create customers in QuickBooks.

Navigating to Invoice Sync

1. Click Sync in the left sidebar navigation

2. This opens the Accounting page with tabs for managing invoice synchronization

Pushing New Invoices to QuickBooks

Step 1: Select Invoices for Review

1. Navigate to the Export (New) tab to see invoices ready to sync

2. Use filters to narrow down invoices by status, source, amount, or date

3. Select the invoices you want to sync by clicking their checkboxes

4. Click Review Selected to open the sync review page

Step 2: Review Invoice Details

The sync review page shows your selected invoices in a left panel with details on the right.

For each invoice, you'll see:

• Sync Status Banner - Indicates whether the invoice is new, has changes, or is up to date

• Customer Section - Link to an existing QuickBooks customer or create new

• Line Items - Each line item with its QuickBooks item assignment

• Invoice Totals - Amount breakdown

Step 3: Map Line Items to QuickBooks Items

Each line item needs a QuickBooks item assignment. Click the dropdown next to each line item to select the appropriate QuickBooks item (like "Sales", "Services", etc.).

Tip: Monk can auto-fill line items with your default QuickBooks item if you've configured one in Settings.

Step 4: Link or Create Customers

For each invoice, you can:

• Link to existing QuickBooks customer - Search and select from your QuickBooks customer list

• Create new customer - Leave blank to automatically create the customer in QuickBooks during sync

Step 5: Approve and Sync

1. Once line items are mapped and customer is set, click Approve for Sync

2. The invoice will show a green "Ready" badge in the list

3. After approving all desired invoices, click Sync to ERP

Step 6: Confirm the Sync

A confirmation dialog shows a summary of what will be pushed:

• Number of new invoices to create

• Number of invoices to update

• Number of new customers to create in QuickBooks

Click Confirm & Sync to push the invoices to QuickBooks.

Sync Status Types

Updating Previously Synced Invoices

If you've made changes to invoices that were already synced:

1. Navigate to the Export (Updated) tab

2. Select the invoices you want to update

3. Follow the same review and approval process

4. Monk will update the existing QuickBooks invoices with your changes

Marking Invoices as Unsyncable

If you have invoices that should never sync to QuickBooks:

1. Select the invoices in the Export tabs

2. Click Mark Unsyncable

3. The invoices will move to the Unsyncable tab and won't appear in sync queues

Tips for Efficient Syncing

• Set up default QuickBooks items in Settings to auto-fill line item mappings

• Use filters to batch similar invoices together for faster review

• Review the sync summary carefully before confirming to avoid duplicate entries

• Check the Connected tab after syncing to verify invoices appear correctly