Invoices

The 2. Invoices section is controlled by a toggle next to its heading. Turning it on saves immediately and enables invoice syncing. Turning it off first asks Turn off invoice syncing? — switching off immediately stops all invoice syncing and discards any pending invoice updates that have not yet reached QBO. Confirm with Turn Off Syncing, or Cancel to leave it on. While the toggle is off, every button in this section is disabled.

Import Catalog Items from QBO

Imports all active QBO products and services into the PSS Catalog, and can be re-run to refresh already-linked PSS catalog items with the latest QBO data (name, description, SKU, rate, unit cost, taxable flag and — for QBO Inventory items — quantity tracking). A toast confirms the result, e.g. “Successfully imported catalog items. (18 new, 3 updated)”. QBO Service items land under the Service item type; everything else under Product.

Large catalogs (more than 100 QBO items) are imported in the background: PSS shows Catalog Import Started — “Your QuickBooks catalog items are being imported in the background. You will receive an email when the import is complete.” Only one catalog import can run at a time per company.

Note: The import never deletes PSS catalog items, and it leaves items you marked Do not link (below) untouched.

Manage Catalog Connections

Manage Catalog Connections opens the Link Existing PSS Catalog Items with QBO Items screen. Use it before importing when both systems already have catalog items, so you can pair them instead of creating duplicates. It works like the client linking screen, with three columns in the same order:

PSS suggests matches automatically. A suggestion is shown at the top of Final Result with a yellow Suggested (SKU), Suggested (Name) or Suggested (Full name) badge, telling you what matched. Review each one:

• Accept — confirms the pair; it is saved when you click SAVE CHANGES.
• Reject — returns both items to their source columns.
• Accept all suggestions (N) — accepts every pending suggestion at once.

The other controls mirror the client screen: Select All, Search by name or SKU…, Create & Link with QBO (PSS column; the pair shows a New QBO item badge until saved), Create & Link with PSS (QBO column; New PSS item badge), LINK SELECTED ITEMS (exactly one PSS item and one QBO item selected), UNLINK/RESET, and SAVE CHANGES. A previously linked QBO item that no longer exists in QBO shows a red Linked QBO item not found badge — select it and UNLINK/RESET to clear the stale link.

On save, PSS confirms All catalog item connections were saved successfully, or lists the failures under Some catalog items failed to save:.

Note: Do not link is remembered. A PSS item marked this way is never re-suggested and is skipped by Import Catalog Items from QBO. To undo it, select the item in Final Result and click UNLINK/RESET, then SAVE CHANGES.

Send PSS Invoices to QBO

Sends and links your PSS invoices into QBO in bulk, and refreshes already-linked QBO invoices with the latest PSS data. The button is a dropdown with two modes:

• Sync Only Changed Invoices — sends only the invoices whose changes are still waiting in PSS’s sync queue. If there is nothing to send, PSS shows “No updated invoices to sync.”
• Sync Based on Date Range — opens the Send PSS Invoices dialog where you pick a FROM Issue Date and TO Issue Date, then click Send to QBO. Every qualifying invoice issued in that range is sent or refreshed, whether or not it changed.

Important: Both dates are required (“Please select date range!”), and the range must not exceed 60 days — the dialog blocks anything wider with “Days between two dates must be less than 60 days!”. For larger backfills, run the send once per ~two months of invoice history.

Important: Bulk send only processes invoices whose Sync to QuickBooks flag resolves to YES — that is, the invoice’s client is linked to a QBO customer and both the client and invoice sync settings allow it (see “Per-invoice sync” below). If the bulk send reports nothing to sync, check the invoices’ sync flags and client links first.

Small batches run while you wait, and a toast summarizes the result, e.g. “Successfully sent invoices. (5 new, 2 updated)”; any deletions queued in PSS are also flushed to QBO and counted (“…, 1 deleted”). Batches of more than 20 invoices run in the background: PSS shows QuickBooks Sync Started — “Your invoices are being synced to QuickBooks in the background. You will receive an email when the process is complete.” Only one background sync can run per company at a time. Invoices that fail are listed behind the red warning icon next to the button.

Update PSS Invoices with QBO Payments

Updates your linked open invoices with payments recorded in QBO — use this when payments are collected in QBO but invoices live in PSS. The button label refers to SENT and LATE invoices, and that’s the common case; technically it covers every linked invoice in an open state (sent, late, or a linked draft) whose sync flag resolves to YES. If nothing qualifies, PSS shows “No SENT or LATE invoices to sync.”; otherwise “Successfully updated invoices. (N updated)”.

If some of those invoices still have PSS changes waiting to go to QBO, PSS first asks Confirm Payments Sync — “Press Yes to cancel the queued changes in PSS and apply any QBO payment(s) on the linked PSS invoices.” Choose Yes to drop the queued PSS changes and take QBO’s payments, or No to skip those invoices this time (they are reported as “Invoice INV1234 is in queue to process, it can be updated later”).

To make this happen automatically, enable automatic payment sync in Configuration (see 4.6).

Per-invoice sync

Every invoice form has a Sync to QuickBooks field (Yes/No) in the lower part of the form, below the invoice notes. With the default configuration (“Manually select a sync option on the PSS invoice form”), this is how you choose which invoices go to QBO:

1. Open the invoice and click Edit Invoice.
2. Set Sync to QuickBooks to Yes.
3. Click Save Invoice. The change is queued and pushed to QBO by the background sync (the client must already be linked).

When the configuration is set to Automatically sync the invoice into QBO, the field is locked at Yes. Recurring invoice templates carry their own Sync to QuickBooks field, which is copied onto the invoices they generate.

To push a single invoice right away, open Invoice Details and use the actions menu:

• Sync to QBO — sends or refreshes this invoice immediately (“Successfully sent invoices. (1 new)”). If the client is not linked you get “The client of this invoice is not synced with QBO customer”.
• Sync Payments from QBO (shown when the invoice is set to sync) — pulls this invoice’s QBO payments into PSS and reports “Synced payments from QBO: 1 created, 0 updated, 0 removed”.

A synced invoice shows a round QBO logo in the Invoice Details header; once it is linked, Linked appears beside it. If the last push failed, a red Sync Error appears instead — hover it for the reason.

On the Invoices list, a filter lets you show All (QBO & Non-QBO), Linked to QBO or Not Linked to QBO invoices (see Section 6).

Comparing PSS and QBO balances

To audit the sync, go to Settings → Export & Import Data → Invoicing & Payments → QBO/PSS Balance Diffs (see Section 18). It downloads a CSV listing every linked open invoice (draft, sent or late) whose PSS balance differs from its QBO balance, or whose QBO invoice could not be read, with the columns PSS Inv Ref ID, QBO Inv Ref ID, PSS Client, Issue Date, Due Date, Status, PSS Total Amount, QBO Total Amount, PSS Balance, QBO Balance, Error. Invoices whose balances match are left out, so an empty file means everything agrees.