Depending on how an order is paid for, Sellar will create an invoice on Quickbooks in the following ways:

For orders where your customer will pay for their order offline from Sellar, an invoice on Quickbooks will be created when the order is finalised on Sellar.

For orders where you issue a Stripe invoice, an invoice on Quickbooks will be created when the order is finalised on Sellar. When your customer pays the Stripe invoice, the payment status will be updated on Quickbooks to ‘paid’. If the customer paid the invoice pro-forma (i.e. before the order was finalised on Sellar), the invoice will be created on Quickbooks with the ‘paid’ status.

For orders where your customer paid by card on checkout, an invoice on Quickbooks will be created when the order is finalised on Sellar. It will be created with the ‘paid’ status.

Before finalising an order for an existing customer on Sellar (someone you know exists as a contact in Quickbooks), it is best practice to set their Quickbooks Customer ID. To do this, see this guide: How to find your customer’s ‘Customer ID’ in Quickbooks.

As with all integrations, Sellar will obtain a reference to the invoice number from Quickbooks and set it against the order on Sellar. You will see this appear at the top of each order—and in the orders list—where an invoice has been successfully created on Quickbooks. This may take several seconds to appear and may require a page refresh. This is useful for confirming the invoice was created successfully on Quickbooks without having to leave Sellar.

The additional benefit is that we display the invoice number on the PDF invoice we make available to your customer on Sellar. This ensures they have easy access to the invoice and can quote the invoice number originating from your Quickbooks account when making their payment via bank transfer, avoiding any confusion during reconciliation.