How invoices sync to QuickBooks

Once QuickBooks Online is connected, every PoolStamp invoice you send pushes to QBO automatically. Payment events follow.

The sync flow

You create an invoice in PoolStamp and tap Send
PoolStamp emails the invoice PDF to the customer (and renders a Pay now button if Stripe is connected)
Simultaneously, PoolStamp creates the invoice in QBO under the same customer
If the customer doesn't exist in QBO yet, PoolStamp creates the QBO customer record first
The QBO invoice is created in Open state

When the customer pays via Stripe, PoolStamp marks the invoice Paid in your PoolStamp dashboard. Automatic Paid-status push into QBO is on the post-launch roadmap — for now, mark the QBO invoice paid manually (or use QBO's bank-feed match against the Stripe deposit).

What QBO sees

Customer — name, email, phone, billing address copied from PoolStamp
Invoice line items — one line per visit, with the visit date and a short description
Tax — pass-through. If you set a tax rate on the PoolStamp invoice, the same rate is applied to the QBO invoice. We use QBO's tax rate IDs you've already configured

What QBO does NOT see

Visit photos, chemical readings, or notes — those stay in PoolStamp
Repair items (until they become an invoice)
Customer language preference (it's a PoolStamp concept, not a QBO field)
Route plans

Editing in QBO

If you edit the invoice in QBO (e.g., change a description, adjust an amount), the edit stays in QBO and does not flow back to PoolStamp. The sync is one-way. To keep them aligned, edit in PoolStamp instead.

Sync errors

If a push to QBO fails (expired token, validation error, QBO API downtime), PoolStamp records the error on the invoice. The invoices integration page surfaces unsynced PAID/SENT invoices and exposes a Sync invoices now action to retry in bulk. Automatic timed retries are on the post-launch roadmap.

Manual re-sync

From Settings → Integrations → QuickBooks Online, tap Sync invoices now to re-push any invoice that hasn't successfully synced yet.