Syncing Invoices to QBO
Before you start, make sure the invoice is sent or marked sent in LMN. Pending invoices and $0 invoices will not sync.
Option 1: Syncing from Invoice List
Step 1. Open your Invoice List from the Invoices page.
Step 2. Select which Approved invoices need to be synced. Click on Update Invoices, then click Sync to QuickBooks.
Option 2: Sync invoices directly from the Job
Step 1: Go to Job > Open Invoice. Click on More, then click on Sync to QuickBooks
The QB status on the Invoice in LMN will show as “Syncing” while it processes.
Once the invoice successfully syncs, the QB status will change to Synced. If it fails, the status will say Sync Error
On the Invoice List, there will be a green checkmark in the QB Status column for a successful Synced invoice, and an X for a Sync Error
Once the Status changes to Synced, the invoice will be visible in QuickBooks Online.
If the status says Sync Error, click it. The Accounting page opens filtered to just that invoice, so you can see what went wrong and fix it. On the Invoice List, clicking the X in the QB Status column does the same.
From the Invoice List, you will be able to filter invoices by QB Status (Unsynced, Syncing, Synced, Error)
Syncing Payments to QBO
Once the invoice has been synced successfully to QuickBooks, any payments made against those invoices can then be synced to QuickBooks Online
Step 1. Open the Payments page.
Step 2. Find the payment you want to Sync to Quickbooks and toggle it. Click Update Status, then click Sync to QuickBooks
Step 3. While the Payment(s) sync, you will see an orange clock under the QB Column status
Step 4. Once successfully synced, there will be a green checkmark under the QB Status column. If the sync fails, you'll see a red X. Click it to open the Accounting page filtered to just that payment. The red X indicates a Sync Error
In QuickBooks Online, the payment will mark the invoice as Paid.
💡 If you are syncing an overpayment, the remaining funds will appear as a Credit Memo in QuickBooks
Syncing ACH Online Payments
When an ACH Payment is captured in LMN through LMN Pay Powered by Stripe, it will show the Type as a Pending Payment.
You are able to sync a Pending ACH payment to QuickBooks Online (ACH payments can take 2-5 days for the status to change to Success in LMN)
Once the ACH Payment settles, the Type will switch to Payment, and the Status will show Success
If an ACH Payment rejects (example bad account, insufficient funds) you will receive a notification via email that an ACH Reject has occurred.
In LMN, the Status will switch to Failed and the Type will change to Credit. The Invoice balance will be restored for you to resend to your customer for payment. You will need to go into QuickBooks Online and delete any ACH payments that have been Rejected to restore the invoice balance there as well.
Sync Confirmation
On the Accounting page, confirm the item shows as Synced.
On the Invoice or Payment list in LMN, check the QuickBooks Status. If successful, the status will change to “Synced”
In QuickBooks Online, open the customer and confirm the invoice or payment is there.
Syncing can take up to 30 seconds to complete
What can sync
Sent invoices (not drafts) which are invoices with positive or negative amounts
Payments recorded in LMN, including ACH payments still marked Pending
A payment on an invoice, once that invoice is in QuickBooks. Any overpaid amount is left as a credit on that customer or sub-customer.
A payment with no invoice, which syncs as an unapplied payment on the customer in QuickBooks (unapplied payments do not sync to sub-customers)
Not Supported
Failed payments
Syncing unapplied payments (like deposits collected on the estimate) to sub-customers. To sync a deposit to a sub-customer, collect the deposit from the job’s Billing Tab.
Syncing payments applied across multiple sub-customers – they will always sync to the parent Customer.
Payment refunds or voids
Chargebacks/Disputes
Estimates, timesheets, and vendor bills
Edits to something you already synced
$0 invoices
QuickBooks Desktop records
⚠️ If a payment is applied to an invoice that hasn't synced yet, sync the invoice first. If that invoice is blocked, the payment stays blocked too.
Need more help? Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864
Signup for our Live Webinars or learn more about attending our in-person Bootcamps HERE
Missed a live session? Explore our recorded Webinar Library for on-demand training from the Granum team.