Once your QuickBooks Online connection is live and the feature is enabled for your account, PoolStamp can push invoices to QBO as QuickBooks invoices with the customer, line items, and totals prefilled. This article covers automatic export, retry, and common failures.
Automatic export and retry
- When a PoolStamp invoice is created or sent, PoolStamp checks for a connected QBO integration.
- If QBO is connected, PoolStamp tries the push in the background.
- If the push fails, the QBO sync log records the error and exposes a retry action.
- Re-running sync against an invoice that already has a QBO invoice id is treated as already synced.
Customer mapping
The exporter matches by email first, then by name. If a match is found the QBO invoice attaches to that customer. If not, a new QBO customer is created with the same name, email, and billing address. Duplicates are avoided by locking on email — never on address.
Line-item mapping
Each PoolStamp invoice line becomes a QBO line item with its description and amount. Photos, chemical readings, and route data stay in PoolStamp.
What isn't exported
- Photos and chemistry readings — QBO isn't a receipt system.
- Internal notes — those stay in PoolStamp.
- Payments recorded through Stripe — reconcile those separately in QBO from your Stripe payout report or your preferred Stripe/QBO workflow.
Common failures
- Expired token — reconnect QuickBooks from the Integrations page.
- Customer validation error — check the customer's name, email, phone, and address in PoolStamp, then retry.
- QBO API downtime — wait a few minutes and retry from the sync log.