Please note: This article relates to Boatyard new QuickBooks integration. If you would like help with our legacy integration, please click here.
Once your Boatyard account is connected to QuickBooks, any invoice you send to a customer will automatically sync to your QuickBooks Online account. This guide explains what gets synced, how it appears in QuickBooks, and what to watch out for to make sure everything stays in sync.
What Syncs to QuickBooks
When you send an invoice in Boatyard, the following information is sent to QuickBooks:
Customer name
Line items (including parts, labor, and flat-rate services)
Taxes
Discounts
Payments
Refunds (if applicable)
Each Boatyard invoice line item is matched to a corresponding product or service in QuickBooks. Boatyard automatically creates and manages these items for you.
Please note: Do not rename the Boatyard-generated products/services in QuickBooks (e.g. “Boatyard Labor”, “Boatyard Service”). Renaming them can break the integration.
How Line Items Appear in QuickBooks
Flat-Rate Services
Flat-rate services (like a “Haul Out Fee”) will appear as a single line item under Boatyard Service in QuickBooks.
Services With Parts & Labor
If a service includes both parts and labor, Boatyard will split the line item into multiple lines:
Itemized Parts
Itemized Labor
Each of these corresponds to a product/service item in your QuickBooks account.
Important: Do not rename these items in QuickBooks. Renaming the parts or labor items will break the integration and prevent invoices from syncing.
How Discounts Are Applied
Discounts in Boatyard are applied before tax.
In QuickBooks, they may appear as after tax by default.
If the totals don’t match, click the arrow icon next to the discount line in QuickBooks to switch it to apply before tax.
What Happens When You Edit an Invoice
If you make changes to an invoice after it’s already been sent, you have two options:
Resend the invoice to the customer from Boatyard.
Click the Sync Invoice button at the top of the order page to re-sync the updated invoice to QuickBooks.
This will update the invoice in QuickBooks with the latest version.
Payments and Refunds
When a customer makes a payment in Boatyard, that payment is automatically synced to QuickBooks and applied to the correct invoice.
If you issue a refund in Boatyard, that refund will also sync to QuickBooks and be reflected in the customer’s account. However, it will not show on the invoice, as QuickBooks does not allow us to do this.
Troubleshooting Tips
Existing Invoices Not Syncing to QuickBooks?
If you’ve recently migrated to the new QuickBooks Online (QBO) integration and notice that older invoices are not appearing in QBO, this is expected behavior.
Why this happens:
The new integration only syncs newly created invoices.
Any transactions that existed before the migration will not automatically populate in QBO.
How to resolve:
Verify whether the invoice was created before the integration update.
If so, handle it manually in QBO (for example, by closing or recreating it).
All new invoices created moving forward will sync automatically without issue.
Tip: To avoid confusion, consider completing or recreating any outstanding legacy invoices in the new integration to ensure both systems remain aligned.
Other Reasons Invoices Don't Appear in QuickBooks?
Has the invoice been sent to the customer? The invoice won't appear in QuickBooks until it has either been sent to the customer or you've clicked the 'Sync Invoice' button on the order.
Check with your Customer Success Manager, and they can investigate further.
Amounts Don’t Match?
Confirm that the discount is set to apply before tax in QuickBooks.
Make sure the correct taxes are selected on the invoice in Boatyard.
Was the order in Boatyard updated after the invoice was sent? The invoice in QuickBooks will not automatically update when changes are made in Boatyard. You will either need to resend the invoice to the customer or click the 'Sync Invoice' button.
With these steps, your invoices should sync smoothly into QuickBooks. If you encounter any issues, check your settings or contact our support team for help.