Invoice Sync

Acodei Sync now offers a one-way invoice synchronization feature. This is ideal for businesses that generate invoices in Stripe but manage their financial tracking, including accounts receivable and outstanding invoices, in QuickBooks.

Getting Started with Invoice Syncing:

  1. Prerequisites:
    • Ensure you're subscribed to a paid plan.
    • Activate the "Stripe Invoices" feature on the Account Mapping page.

  1. Ideal Use Cases:
    • This functionality is best suited for handling accounts receivable in QuickBooks, managing credit issues, manually marking Stripe invoices as paid, or dealing with complex invoice flows.
    • Our invoice sync feature is good enough for most invoicing needs, but you're encouraged to test this feature to see if it meets your specific business requirements.

  1. Existing Features Compatibility:
    • Standard functionalities like customer data syncing, product syncing, and fee management remain operational. Minor adjustments are made in the background to support the new invoice sync logic.

Key Functional Aspects:

  1. Automatic Application:
    • If customer names match from Stripe into QuickBooks, and you have enabled the automatic application setting in QuickBooks, payment receipts and credit memos are automatically applied to the respective invoice or customer account.
    • Note: Generating a payment receipt for payments received outside of Stripe is now optional.

  1. Handling Invoice Numbers with Suffixes:
    • A known issue arises with sequential invoice numbering in QuickBooks, especially when syncing with Stripe's unique invoice numbers (e.g., ABC-ABCD-001). A manual invoice created in QuickBooks after an Acodei-generated invoice may cause a duplicate invoice number error.
    • To resolve this:
      • Enable suffixes in invoice settings, adding a unique identifier to each Acodei-generated invoice number (e.g., ABC-ABCD-001-AC1). This prevents numbering conflicts.
      • If you don't create manual invoices in QuickBooks, you can opt out of this setting as it won't impact you.

  1. Mandatory Name Field in QuickBooks:
    • QuickBooks Online requires a name for each invoice, whereas Stripe only needs a customer ID. This discrepancy may result in "Unnamed Customer" entries in QuickBooks for invoices originating from Stripe. You can manually modify the customer's name in QuickBooks, or fix the customer name in Stripe.

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