The Send to QuickBooks: invoices, payments and expenses card appears under the QuickBooks card once QuickBooks is connected. Both switches are off until you turn them on.

Connect QuickBooks first. See “Connect QuickBooks Online”.

1. Open Settings → 🔌 Connected apps and scroll to Send to QuickBooks.
2. Tick Send invoices and payments to QuickBooks (hourly and when something changes). A message says open invoices go across on the next run.
3. Optional: tick Also send approved expenses (only ones approved after you turn this on).
4. Tap Run now to send straight away.
5. Read the last-run line: when, what happened, and counts for Needs review, Failed and Retrying.

• Your service templates become Items in QuickBooks.
• Sent invoices become Invoices. Drafts and repeating “master” invoices are never sent.
• Payments you record become Payments, and payments made in QuickBooks come back.
• Approved expenses can go as Purchases, if you ticked that box.
• Invoices and payments from before you turned it on are not imported. Open invoices go first.

• Nothing is ever deleted in QuickBooks. A cancelled invoice is voided, with the reason in the note.
• Every run compares both sides and acts only on what differs. Running twice repeats nothing.
• If both sides changed, nothing is overwritten. It goes to review.
• QuickBooks limits calls. VisionScaper goes slowly, up to 400 calls per run, and waits 15 minutes if QuickBooks keeps saying slow down.

Each row shows a reason and the two versions side by side. The reasons are: Changed in both places, Changed in QuickBooks, Invoice number already used in QuickBooks, Totals do not match, QuickBooks would not void it, Payment in QuickBooks does not match, Changed after it was sent.

Pick one: Keep mine (invoices and items only), Keep QuickBooks’ (for a payment: Record it here), Try again or Ignore.

• Problems lists items that failed. Tap Retry on each. Items marked “Will retry automatically” retry on their own.
• Activity log lists the latest items: When, What, Result, Note.

• Run it once after the first switch-on and look at the log.
• Totals matter. A tax mismatch usually means the QuickBooks tax setup differs.

• “QuickBooks needs you to reconnect.” Reconnect on the QuickBooks card. What is waiting is sent afterwards.
• “QuickBooks asked us to slow down.” The card shows the next try time.
• Run now is greyed out. The switch is off or reconnect is needed.

• Connect QuickBooks Online
• Sales tax on invoices
• Profit and loss report