The 4. Configuration section governs the ongoing, automatic behavior of the integration. Click Save Configuration after making changes; PSS confirms Configuration have been successfully saved!
Checkboxes
- Enable QBO departments (locations) — adds a QBO Department (Location) dropdown to the client form (see 4.7). Invoices for a client with a department are stamped with that QBO Location when they sync. Default: off.
- Enable automatic payment sync from QBO into PSS — payments recorded in QBO flow into PSS automatically, without pressing Update PSS Invoices with QBO Payments. This checkbox also switches on the other QBO → PSS notifications: the Catalog rules in 4.5 and automatic tax-rate updates when a rate changes in QBO. Default: off.
How are invoices sent to your clients?
| Option | Behavior |
|---|---|
| All invoices are sent from PSS (default) | PSS emails invoices; QBO is bookkeeping only |
| All invoices are sent from QBO (emails sent automatically) | QBO emails each invoice automatically when it syncs |
| Send from QBO manually (no auto-email) | Invoices sync to QBO but nobody emails them automatically; you send from QBO by hand |
Note: If you choose either QBO option, make sure PSS is not also emailing the invoice, or your client receives it twice.
When you create or edit a PSS CLIENT, what would you like to do?
| Option | Behavior |
|---|---|
| Manually select a sync option on the PSS client form (default) | Each client form shows a QBO Sync? Yes/No choice |
| Automatically sync the client into QBO | Every client create/edit pushes to QBO; the QBO Sync? field is locked at Yes |
| Do nothing, I will do it manually on this screen | Clients sync only when you set QBO Sync? to Yes on them or use the Manage Client Connections screen |
When you create or edit a PSS INVOICE, what would you like to do?
| Option | Behavior |
|---|---|
| Manually select a sync option on the PSS invoice form (default) | Each invoice form shows Sync to QuickBooks Yes/No |
| Automatically sync the invoice into QBO | Every invoice create/edit pushes to QBO; the Sync to QuickBooks field is locked at Yes |
| Do nothing, I will do it manually on this screen | Invoices sync only when you set Sync to QuickBooks to Yes on them or use the bulk Send PSS Invoices to QBO button |
Tax and deposit mappings (each enabled by its own checkbox, with a searchable QBO dropdown and a refresh icon that re-reads the list from QBO)
- Use the following QBO tax agency: — Search tax agencies…
- Use the following QBO combined sales tax code (global default): — Search tax codes…
- Use the following QBO deposit account: — Search deposit accounts…
- Use the following QBO transaction fee account: — Search expense accounts… (available once a deposit account is enabled; unticking the deposit account clears it)
These four options are greyed out with the message “Connect to QuickBooks to configure these options” until QBO is connected. As noted on the page: the tax code should represent the combined tax when one or two taxes apply. If both the deposit and fee options are enabled, a QBO Deposit is created to book Stripe transaction fees (card/ACH) and the net deposit; fees are pulled from Stripe (not PSS processing fees).
Note: If a tax agency, tax code or account you selected is later deleted or deactivated in QBO, the page warns Configuration Warning — “The following QBO configuration values are no longer valid and need to be reconfigured: …”. Pick a new value and save.
Applying configuration changes to existing records
When you change the client- or invoice-sync setting to Automatically sync (YES) or Do nothing (NO) and click Save Configuration, PSS asks “Apply changes to existing records?” By default the change affects records going forward only; the dialog offers separate checkboxes to also push the change onto all existing clients and/or all existing invoices (each appears only for the setting you changed). Click Save Configuration in the dialog to proceed, or Cancel to abandon the save.
Note: Recurring invoice templates are not affected by this setting. To change them in bulk, use the recurring invoice CSV import.