Documents / Integrations / Clientish Accounting Sync: QuickBooks and Xero Invoices

Clientish Accounting Sync: QuickBooks and Xero Invoices

4 min read

What goes across to QuickBooks Online and Xero, when each invoice is sent, what stays out, and how to fix the errors shown on the card.

In Clientish, you can connect QuickBooks Online or Xero so that each new invoice you create is also created in your accounting software. Your books follow your client work without typing invoices twice, and every invoice is sent only once.

Applies to: every plan (Solo, Starter, Growth, Pro and Enterprise)
Who can do it: the owner and co-admins, and team members whose role has the General Integrations permission

What Does Clientish Send to QuickBooks and Xero?

New invoices, one by one, as they’re created in Clientish. Each one arrives with its client, number, dates, currency and lines.

Part of the invoiceIn QuickBooks OnlineIn Xero
ClientMatched to a customer by email address, or a new customer is createdMatched to a contact by email address, or a new contact is created
Client name for a new recordThe client’s billing name, or their own name when no billing name is setThe same
Number, issue date, due date, currencyKept as in Clientish, so you can find the invoice on both sidesKept as in Clientish
LinesOne line per invoice item, plus separate lines for a discount, tax and a processing fee, so the total matchesThe same lines
How it landsA normal invoice. Every line is booked to one item called “Services”, posted to your first income accountA draft invoice that you check and approve in Xero

What is not sent:

  • Invoices created before you checked New invoices. Existing invoices are left alone.
  • Changes made to an invoice after it was sent.
  • Payments. Only the invoice is sent; record the payment in your accounting software.

When Does an Invoice Sync to QuickBooks or Xero?

Right after the invoice is created in Clientish, in the background, as long as New invoices is checked and the card is turned on. No one waits for it while saving the invoice.

  • New invoices is off when you first connect, so nothing is sent until you check it.
  • The card shows when the last invoice was sent, for example “last sent 12 min ago”.
  • You can connect both QuickBooks and Xero. Each keeps its own record, so an invoice goes to both.
  • If the send fails, Clientish tries once more. The reason for a failure is shown on the card.
QuickBooks connected to Copperwick Studio LLC, last sent 12 minutes ago, with New invoices checked under What to send

Can an Invoice Be Sent to QuickBooks or Xero Twice?

No. Clientish keeps a record of every invoice it has sent, and before creating one it looks for an invoice with the same number in QuickBooks or Xero. If one is already there, for example one you entered manually, it’s linked instead of created again.

How to Connect QuickBooks or Xero in Clientish

You connect through your own developer app at Intuit or Xero. The short version:

  1. Create the app

    Make an app on the Intuit or Xero developer site and copy its Client ID and Client Secret.

  2. Add it to the card

    Paste both into the QuickBooks or Xero card under Integrations, and add the Redirect URI the card shows to your app.

  3. Sign in and turn it on

    Click Connect QuickBooks or Connect Xero, sign in, then check New invoices.

Every screen and field is in How to Connect QuickBooks Online or Xero in Clientish.

QuickBooks and Xero Sync Errors and Fixes

When an invoice can’t be sent, the reason appears in red on the card. These are the ones you’re most likely to see.

“This QuickBooks company has no income account to post sales to.”⌄
QuickBooks needs an income account for the “Services” item. Add one to your chart of accounts in QuickBooks. New invoices then go through; enter the invoice that failed in QuickBooks yourself.
“Disconnected by QuickBooks” or “Disconnected by Xero”⌄
Access was removed, the app was changed, or the connection sat unused too long: about 100 days for QuickBooks and 60 days for Xero. Click Disconnect, then connect and sign in again. Invoices already sent are found by their number, so they aren’t sent a second time.
“Sign in again within 5 days” (or another number)⌄
The connection renews each time an invoice is sent, and this warning appears 14 days before it runs out when nothing has been sent. Disconnect and sign in again before the date.
Invoices stop arriving, but there is no error⌄
Check three things on the card: New invoices is checked, the card is turned on (it says when it’s turned off), and for Xero an organization is chosen.
Another message from QuickBooks or Xero⌄
Any other reason is shown exactly as QuickBooks or Xero gave it, so you can fix it on their side. Invoices created after the fix sync as usual.

Related

Related Articles

How to Connect QuickBooks Online or Xero in ClientishClientish Bookings: Calendly and Cal.com Calls as Leads