How invoices sync to QuickBooks

Once QuickBooks Online is connected and enabled for your account, PoolStamp tries to push invoices to QBO automatically. The sync is best-effort and never blocks the customer-facing invoice or receipt flow.

The sync flow

1. You create or send an invoice in PoolStamp.
2. PoolStamp sends the customer-facing invoice or receipt when that flow is configured.
3. PoolStamp looks for a connected QBO integration for the operator.
4. If QBO is connected, PoolStamp creates or updates the matching QBO customer.
5. PoolStamp pushes the invoice line items and total to QBO and stores the QBO invoice id.

When the customer pays via Stripe, PoolStamp marks the invoice Paid in PoolStamp. Reconcile Stripe deposits inside QBO using your normal QuickBooks workflow.

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
• Invoice totals — line descriptions and amounts from the PoolStamp invoice

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 and shows it in the QBO sync log. Failed rows have a retry action.

Manual re-sync

From the admin QBO sync log, retry any invoice that has not successfully synced yet.