QuickBooks Sync

Once connected and configured, QuickBooks sync keeps your data flowing between Peasy and QuickBooks automatically. Here's how day-to-day sync works.

How to Get There

Click Configure (gear icon) in the sidebar, then select Integrations > QuickBooks. You can also sync from Sell > Customers, Buy > Vendors, Sell > Invoices, Buy > Bills, and supported order views.

What Syncs

The sync direction for each type depends on your settings (configured in the Setup Wizard or QuickBooks settings page). Invoice payments follow the Invoices direction, and bill payments follow the Bills direction.

Peasy also detects when an inbound QuickBooks update is just an echo of a change Peasy itself just pushed, and skips re-applying it — so a genuine edit made directly in QuickBooks still comes through, but Peasy doesn't overwrite an address (or other synced field) you just edited with the same value bouncing back from QuickBooks.

Syncing Individual Records

You can sync specific records from within Peasy:

• Customers page — Select customers and click Sync to QuickBooks
• Vendors page — Select vendors and click Sync to QuickBooks
• Invoices page — Sync one invoice, import invoices from QuickBooks, or sync selected invoices in bulk
• Orders page — Sync a single-invoice order when Peasy can safely identify the invoice. If an order has multiple active invoices, sync each invoice from the Invoices page instead.
• Bills page — Send one bill, send selected bills in bulk, or unlink a bill from QuickBooks. The send modal previews any vendor, expense-account, freight-account, or sales-tax-account issues before pushing so you can fix them inline. Setting the freight or sales-tax account also fixes every other selected bill that needs it.

All three bulk send modals (bills, invoices, orders) share the same preflight surface: records are grouped by what needs attention, fixes can be applied inline, Continue stays disabled with a tooltip until everything is resolved, and Cancel sits in the bottom-left so it's always reachable.

Bill Sync Status and History

The Buy > Bills page has a dedicated Quickbooks column (shown when QuickBooks is connected) that displays each bill's sync status as a QuickBooks icon plus a text label:

• Status at a glance — labels such as Synced, Not synced, Out of date (linked, but the Peasy bill changed since the last sync), Conflict (edited on both sides — see below), and Sync failed show which bills need attention without opening them.
• Click the cell to act — clicking anywhere in the Quickbooks cell opens a menu to Send to QuickBooks (or Retry), Resolve QuickBooks conflict, View in QuickBooks, or Unlink. If the bill can't be sent — because QuickBooks needs reconnecting, or bill sync is set to inbound-only or off — the menu explains why instead of offering Send.
• Sync failed after an interrupted send — If a send times out or drops after QuickBooks accepted the bill, Retry finishes linking to the bill QuickBooks created instead of creating a second one, and shows Out of date if the bill changed in between. If the failure message says an earlier attempt may have reached QuickBooks before the bill changed, retrying alone won't resolve it: find the bill that attempt created in QuickBooks, give the Peasy bill the same bill number, and send again. Peasy links onto it, or offers Link to existing if the totals differ.
• Last synced time — hover the QuickBooks chip on the bill detail panel to see when it last synced.

Open the QuickBooks chip's dropdown on a linked bill to see its Sync history — the most recent sync events (sends, imports, and any errors) with their direction and timestamp, so you can confirm what happened without leaving the bill.

When a bill changes on both sides (conflicts)

If the same linked bill is edited in Peasy and in QuickBooks before the two sync up, Peasy flags it as a Conflict instead of silently overwriting either version. That includes an edit someone made in QuickBooks moments before you saved in Peasy: Peasy checks QuickBooks' latest version before sending, and flags the conflict rather than replacing it. While a bill is in conflict, Peasy stops pushing Peasy edits to QuickBooks so nothing is lost.

Peasy also flags a conflict when a QuickBooks edit removes a bill line that's linked to a purchase order or receipt. Those links are Peasy's, so Peasy keeps the line and applies none of that QuickBooks edit until you choose. Moving that line to a different account, or editing its description, in QuickBooks isn't a removal — Peasy applies the change and keeps the link.

Peasy also flags a conflict when a QuickBooks edit to a linked bill names a vendor that isn't linked in Peasy, for example one added in QuickBooks before it reached Peasy. Peasy keeps the bill's Peasy vendor and applies none of that QuickBooks edit until you choose.

Open the bill's QuickBooks chip (or its Quickbooks column menu on the Bills page) and choose Resolve QuickBooks conflict. The dialog shows what differs between the two versions and gives you two choices:

• Keep Peasy values — re-pushes the Peasy version to QuickBooks. It replaces the QuickBooks version you were shown; if the bill changed in QuickBooks again since, Peasy shows you the newer conflict instead.
• Use QuickBooks values — pulls the QuickBooks version into Peasy. If that version removed a line linked to a purchase order or receipt, choosing it removes the line from the Peasy bill too, along with its purchase-order or receipt link. To keep the line, choose Keep Peasy values instead, which puts it back in QuickBooks.

If QuickBooks names a vendor that isn't linked in Peasy, the dialog says so and holds back Use QuickBooks values until you link that vendor in Peasy; then reopen the dialog and choose it. Otherwise, either choice clears the conflict and resumes normal syncing. Each choice needs bill sync turned on in its direction: Keep Peasy values needs Peasy → QuickBooks, and Use QuickBooks values needs QuickBooks → Peasy. If that direction is off — or, for Keep Peasy values, if the bill was imported from QuickBooks — the dialog says so and doesn't offer that choice.

Syncing Items

Items sync from Configure > Integrations > QuickBooks > Items.

Peasy is the system of record for items. Manage names, SKUs, prices, and active status in Peasy and they push to QuickBooks. Edits you make directly in QuickBooks (renaming an item, changing its price) aren't pulled back into Peasy — if you want a change reflected in both systems, make it in Peasy. The two integrity events that do still flow back are: a brand-new item created in QuickBooks (you can link it to a Peasy item or dismiss it from the Items page) and a delete or merge in QuickBooks (Peasy marks the link stale so the next push prompts you to repair it).

One QuickBooks item per product family. Peasy creates one QuickBooks product/service per item family — not one per Buy/Sell variant. This is how item sync works; there is no per-variant setting. Per-line details that vary by transaction (SKU, pack size, unit price) move onto the QuickBooks invoice or bill line description. This keeps your QuickBooks item list short and easier to manage.

Existing customers who previously synced per variant are migrated to the family-level model automatically. Historical QuickBooks invoices and bills are unaffected, and any QuickBooks items that were never used stay in QuickBooks with their original transaction history.

QuickBooks items that track inventory

If QuickBooks is tracking the quantity on hand for a product (an Inventory-type item in QuickBooks), Peasy can't link to it or create it while QuickBooks still owns that stock — the two systems would fight over quantity and cost, and QuickBooks would post cost of goods sold from its own numbers instead of Peasy's. Peasy is built to be the one place that owns inventory, so these products need a quick, guided migration first.

When you have items like this, a banner appears at the top of the Items page telling you how many products are affected, with a Review migration button. Once you confirm, the guided migration handles each product for you:

1. Deactivates the current QuickBooks item — QuickBooks zeroes out its remaining quantity as an inventory shrinkage adjustment.
2. Creates a non-inventory replacement in QuickBooks with the same name.
3. Relinks your Peasy product to the new item so future invoices and bills flow to it.
4. Gives you an accountant summary — the shrinkage amount and a starting journal-entry template — to hand to your bookkeeper.

You can also run the same migration one product at a time from the QuickBooks to Peasy tab, where every QuickBooks item is sorted into Migrate, Link, Unmatched, Already linked, or Not a product. Until a product is migrated, its rows stay blocked on purpose.

The Items page shows every Buy and Sell variant in your catalog, grouped into filterable buckets so you can fix issues without leaving the page:

• Create — families with no existing link or safe QuickBooks match; ready to push using their category account defaults.
• Link — Peasy found a safe match in QuickBooks and will link it on sync: a product carrying this family's SKU, or a product holding exactly the name Peasy would send (see When QuickBooks already has an item with that name below). Linking does not require category account defaults.
• Update — already linked; price, name, or SKU has drifted and will be re-pushed.
• No category — no QuickBooks match exists and Peasy would need to create the item, but the parent item has no category yet. Pick one in the Category column.
• Needs mapping — no QuickBooks match exists and the category is missing a default needed to create the item. Sell items need income, buy items need expense, and a family with both needs both.
• Ambiguous — two families would create the same QuickBooks name, or multiple Peasy variants point to the same QuickBooks item. These need a manual Link or rename before syncing.
• Review — Peasy won't decide this one for you. QuickBooks may have a same-name item with a different SKU, a similar but not identical name, an item that only matches one of the variant names, or something holding the name that Peasy can't link (a category, a fee, a bundle, or several items sharing it). The reason column says which. Click Link on the row to confirm a match, or rename to push as new. A product whose QuickBooks item was deleted also lands here when QuickBooks only has an item with the same name: Sync Items won't assume it's the replacement.

Inline fixes from the workbench

• Set category, income, or expense account directly on the row — the Income/Expense edit changes the underlying category, so a tooltip warns you when the change affects more than one item.
• Review suggestions (top-right, when categories need mapping) opens a review table with recommended income and expense accounts, the affected buy and sell items, and the reason for each recommendation. No category mappings change until you select them and click Apply. The workbench refreshes automatically when you finish, so newly mapped items appear without a manual reload.
• Per-row Actions menu — Link to a specific QuickBooks item, Unlink an existing link, or Exclude the item family from QuickBooks sync entirely. Excluded families stay in Peasy but are skipped on every sync until you re-include them. While an item's Sync is off, Peasy won't create, rename, update, or migrate it in QuickBooks; trying shows This item is excluded from QuickBooks sync. Turn Sync on for it, then try again. Clicking Link on an item whose Sync is off links it to the QuickBooks item you chose and turns its Sync back on.
• Column visibility — the table shows a sensible default set; toggle SKU, Family, QuickBooks SKU, QuickBooks type, vendor, and reason on or off via the column-preferences menu.

Click Sync Items in the top-right to push everything in the syncable buckets in one batch. Existing links, safe matches, and other eligible rows can continue even while unrelated create rows still need a category or account default.

A very large sync can run out of time before it reaches every row. If that happens, Peasy stops starting new work rather than being cut off part-way through. Everything already sent stays synced, and each record it didn't reach is listed with QuickBooks sync ran out of time before this record was sent. Run the sync again to send it. Click Sync Items again to send the rest.

Item names are adjusted to fit QuickBooks

QuickBooks won't accept a product name containing a colon, a tab, or a line break, and it caps names at 100 characters. Peasy adjusts the name it sends so the sync goes through instead of failing: a colon becomes " - ", tabs and line breaks collapse into a single space, and anything past 100 characters is trimmed off.

Your Peasy item name is never changed — only the copy sent to QuickBooks — so a long or colon-containing name will read slightly differently in QuickBooks than it does in Peasy. If you'd rather choose the QuickBooks name yourself, rename the row before syncing, or use Tidy QuickBooks item names to review and edit the adjusted names in bulk.

When QuickBooks already has an item with that name

Before creating a product in QuickBooks, Peasy checks two things in order: whether QuickBooks already has a product carrying this family's SKU, and — only if it doesn't — whether anything in QuickBooks already holds the name Peasy would send (see Item names are adjusted to fit QuickBooks above; capitalization is ignored).

• A QuickBooks product with this family's SKU links to the family whatever it's called in QuickBooks. Renaming a product in QuickBooks doesn't make Peasy create a second one.
• An active QuickBooks product with the same name links instead of creating a second one — even when its SKU is different from yours. On the Items page, Sync Items holds a same-name product with a different SKU under Review instead, so you confirm it with Link before anything is linked.
• An inactive QuickBooks item holding the name stops that product: QuickBooks already has an inactive item named "X". Reactivate it or rename it in QuickBooks, then try again. QuickBooks won't accept a new item under a name it still holds, so there's nothing Peasy can create.
• Two or more QuickBooks items sharing the name also stop that product. Rename all but one in QuickBooks, or rename the product in Peasy.
• A name QuickBooks uses for something that isn't a product — a discount, a shipping fee, or a similar record — stops that product with the same kind of message.
• A QuickBooks bundle — whether it holds the name or carries the SKU — is never linked. QuickBooks won't accept a bundle as an ordinary invoice line, so Peasy stops that product: The QuickBooks product "X" is a bundle. Link the product to a non-inventory or service item in QuickBooks instead, or rename it so Peasy can create one. Bundles aren't offered when you pick a QuickBooks item to link, either.

Products stopped this way are listed with their reason when the sync finishes, and the rest of the batch still syncs. Fix it in QuickBooks, or rename the product in Peasy, then click Sync Items again.

If a product was linked to a bundle before Peasy started refusing them, an invoice for it stops before anything is sent to QuickBooks and names that product. Link Items to QuickBooks lists it so you can link it to a non-inventory or service item, or create a new one; creating replaces the bundle link. If the bundle has the same name as the product, Peasy creates the new item as the name plus "(item)", for example Gift Box (item), because QuickBooks doesn't allow two items with one name. If that name is taken, Peasy tries Gift Box (item 2) through Gift Box (item 5). If all five are taken, Peasy can't create the item until you free one of those names in QuickBooks. The bundle itself isn't changed, and the product keeps its own name in Peasy. On the Items page, the same product is marked for review with the bundle reason, and the row's Actions menu can link it to a different QuickBooks item.

Buy and Sell variants combine when they share a name

If a family has exactly one Buy variant and one Sell variant with the same name, and their SKUs match (or are blank), Peasy creates a single QuickBooks item that combines both — purchase cost and purchase description from the Buy variant, sale price and sales description from the Sell variant. Both Peasy variants link to that one QuickBooks item.

Families with more than two same-name variants, two Buys, two Sells, or conflicting SKUs are still flagged as Ambiguous for manual review.

Line descriptions on invoices and bills

When Peasy writes the line description on a QuickBooks invoice or bill, it strips the parent name from the start of the variant name when there's a clear separator. For example, the Sell variant "Awa Bancha — bag (16oz)" appears as bag (16oz) on a QuickBooks line for the "Awa Bancha" family. If the variant name doesn't contain the parent name, or the boundary isn't obvious, Peasy uses the full variant name unchanged.

Free samples and $0 invoice lines

When a Peasy invoice includes a sample or other $0 item line, QuickBooks receives it as a normal invoice line for the mapped product or service. The line carries the quantity, a Unit price of $0, and an Amount of $0, so it can appear on the QuickBooks invoice without adding revenue.

The item still needs a QuickBooks mapping. If the sample item is not linked yet, the invoice sync preflight blocks the send and asks you to link or create the QuickBooks item, the same way it does for any other invoice line.

Packaging items don't sync as products

Items in the Packaging category are intentionally excluded from QuickBooks Product/Service sync. They don't appear on the Items workbench, and bill lines that use a Packaging item post directly to the bill line's expense account instead of being tied to a QuickBooks product. This keeps packing tape, bags, tins, and similar supplies off your QuickBooks item list while still recording the cost on the bill.

If you want a packaging supply to appear as a normal QuickBooks product, change its category off Packaging.

Reviewing New QuickBooks Items

When QuickBooks has items that aren't linked to anything in Peasy yet, they show up as Unmatched rows on the QuickBooks to Peasy tab of Configure > Integrations > QuickBooks > Items. Items flow from Peasy to QuickBooks, so Peasy never creates new products from QuickBooks items. For each Unmatched row you can:

• Link to a product… — click it in the row's Matched Peasy product column to open a product picker. Peasy lists the products whose names most closely resemble the QuickBooks item under Best matches, and you can search all your Peasy products. Pick one to connect the QuickBooks item to it, and the row moves out of the Unmatched list.
• Hide from this list — open the row's actions menu (⋯) at the end of the row to hide it. The item stays in QuickBooks unchanged; Peasy just stops asking about it.

If there's no Peasy product to link to, create the product in Peasy first, then come back and link it. An Unmatched row can't be turned into a new Peasy product.

Correction Banner

If shipping or discount totals on already-synced QuickBooks invoices don't match Peasy, a yellow correction banner appears at the top of the Invoices page. These are usually invoices that synced before Peasy fully supported native shipping and discount lines.

You have three options:

• Push corrections — updates the QuickBooks invoices so their totals match Peasy.
• Review affected invoices — opens the list so you can inspect them before pushing.
• Dismiss — hides the banner without making changes.

Paid QuickBooks invoices are handled separately. QuickBooks locks paid invoices against total-changing updates, so Peasy excludes them from the automatic push and surfaces them in the banner with their own note. To resolve a paid invoice, open it in QuickBooks with your accountant: either accept the QuickBooks total as final and dismiss the banner, or reopen/remove the payment in QuickBooks first and then retry the correction. If a banner only contains paid invoices, the Push corrections button is hidden.

Invoices imported from QuickBooks are left out too. They're QuickBooks' record, so Peasy doesn't push corrections to them. After you choose Push corrections, Peasy tells you how many were imported and to make those changes in QuickBooks.

Automatic Sync

Peasy attempts to create or link a new active customer automatically when all three requirements are met:

• Your QuickBooks connection is active
• The Customers direction allows outbound sync
• Auto-sync new customers is enabled

New vendors follow the same pattern with their own direction and auto-sync setting.

Other automatic options include:

• Bills can be auto-created in QuickBooks when you save a Peasy bill (toggle this in QuickBooks settings)

If QuickBooks already has an active customer with the exact same name, Peasy links your customer to it instead of creating a duplicate, and the QuickBooks activity log records which QuickBooks contact it picked. Vendors work the same way against QuickBooks vendors. If the exact-name contact is inactive in QuickBooks, Peasy does not link it — reactivate it in QuickBooks, or link a different contact by hand.

Customer and vendor names are adjusted the same way as item names. QuickBooks won't accept a colon, a tab, or a line break in a customer or vendor name either. Peasy sends a colon as " - " and turns a tab or line break into a single space, so Acme: West appears in QuickBooks as Acme - West. Your Peasy name isn't changed, and when QuickBooks reports the adjusted name back, Peasy keeps yours. The exact-name match above compares the adjusted name, so Acme: West in Peasy links to an existing Acme - West in QuickBooks. A rename you make in QuickBooks itself still comes back to Peasy as usual.

QuickBooks also requires customer, vendor, and employee names to be unique against each other. So if the name you're using already belongs to a QuickBooks vendor or employee, Peasy cannot link it to a customer at all — it leaves the record unsynced and tells you which contact holds the name. Rename one of the two to resolve it.

Auto-sync stops when the name is nearly the same but not identical. If your new Peasy customer is Acme Inc and QuickBooks has Acme Corp — or Acme, Inc, or the same name with an extra space in it — Peasy neither links them nor creates a second contact. These are names that differ only by a business suffix, punctuation, or spacing. QuickBooks treats them as different names, so they may well be two different businesses, and linking the wrong one merges two businesses' records under a single contact. That usually isn't noticed until someone reconciles the books months later.

(A name that is merely similar — a different business name that happens to look alike — is not affected. Peasy creates that contact as usual.)

When auto-sync stops, the customer or vendor stays unsynced and the QuickBooks activity log shows an error naming both spellings. Link the contact yourself to resolve it: go to Configure > Integrations > QuickBooks and link the correct QuickBooks contact to the Peasy record in the mapping table.

If the first attempt is interrupted, Peasy tries again on its own. A new customer or vendor that doesn't reach QuickBooks right away — because of a brief QuickBooks or network problem — is retried in the background: first after about 20 minutes, then less often, for up to about 11 hours. Before each retry Peasy checks again that the record should still go to QuickBooks: the connection is still active, the direction and Auto-sync new customers (or Auto-sync new vendors) are still on, and the record is still active and not excluded from sync. If any of that has changed, Peasy stops without sending anything. If you disconnect QuickBooks or connect a different company, pending retries stop too.

If the record gets linked in the meantime — during invoice sync, or by hand — the retry sees the link and stops, so it never creates a second contact in QuickBooks.

Edits to a linked customer or vendor are retried the same way. When you change a customer or vendor that is linked to QuickBooks — on its page, in the customer's contacts, or by applying a Beacon change — and the update doesn't reach QuickBooks right away, Peasy sends it again in the background on the same schedule. Each retry sends the record as it is at that moment, so several quick edits arrive in QuickBooks as one update with your latest values. Before each retry Peasy checks that the connection is still active, the sync direction still sends that record type to QuickBooks, and the record is still active, linked, and not excluded from sync. If any of that has changed, Peasy stops without sending anything.

Peasy does not retry when QuickBooks refuses the record for a reason another attempt can't fix, such as the name conflicts described above or details QuickBooks rejects as invalid. If QuickBooks refuses the customer, or the retries run out, link or create it during invoice sync or from the customer's QuickBooks controls.

Renaming the Peasy record on its own will not link it. Auto-sync makes this decision when the customer or vendor is first created, so editing the name afterwards and saving does not re-run it — use the mapping table above.

For invoices, choose Sync to QuickBooks when sending the invoice. In QuickBooks settings > Invoices, choose Two-way sync or Export only to allow export. Individual and bulk invoice sync actions remain available as described above.

If a new invoice or bill is created directly in QuickBooks, Peasy does not create a partial record silently. It adds the document to the QuickBooks attention queue, then you import it from Sell > Invoices or Buy > Bills. Invoices require a usable customer and supported financial values; bills require a usable vendor and supported financial values.

If that QuickBooks document is deleted or voided before you import it, Peasy removes it from the attention queue automatically.

Peasy also keeps QuickBooks lookup lists for accounts, payment terms, and payment methods synced locally so invoice, customer, bill, and payment syncs use current QuickBooks references without repeated live lookups.

When the QuickBooks Subscription Needs Attention

If QuickBooks refuses a new customer or vendor sync because its subscription or billing needs attention, the record stays saved in Peasy. On Configure > Integrations > QuickBooks, the sync issues list shows QuickBooks subscription needs attention with billing guidance.

1. Choose How to fix QuickBooks billing to open QuickBooks’ billing instructions.
2. In QuickBooks, open Settings > Subscriptions and billing for the company connected to Peasy and restore its subscription or billing access.
3. Return to Peasy and choose Review beside each affected customer or vendor.
4. Sync any records that are still unlinked using their existing QuickBooks controls.

Peasy’s automatic retries still have the limit described above. Restoring billing does not guarantee that every record has synced; check the affected records. A record’s issue clears after a later successful sync. Reconnecting the authorization does not repair a subscription or billing problem.

Importing QuickBooks Bills

From Buy > Bills, open the QuickBooks menu and choose Import from QuickBooks. Select eligible bills and click Import Selected.

Imported bills are financial records. They preserve supported item and account expense lines, expense-account references, quantities (including explicit zero quantities), prices, dates and notes. An imported bill stays QuickBooks' record: Peasy doesn't send edits to it back. If you edit one in Peasy, its QuickBooks chip shows Out of Date and says so. Make the change in QuickBooks instead. This holds even after you unlink the bill: the send preflight lists it as Imported from QuickBooks — QuickBooks already has this bill rather than sending a copy. If QuickBooks later changes the same bill, Peasy flags a conflict rather than replacing your Peasy edit silently, and Use QuickBooks values settles it. They do not require Peasy item mappings and do not change inventory or purchase-order quantities. A bill with unsupported lines or financial adjustments is blocked as a whole, with a reason shown in the import dialog.

Payments are reconciled before the import reports success. If payment history or import completion fails after the bill is saved, the dialog reports the error and keeps the bill available to retry. Retry reconciles current QuickBooks payments and finishes the saved bill without creating a duplicate. If the earlier attempt saved no bill, retry can use corrected QuickBooks details. If a bill was already saved and its details then changed in QuickBooks, review the saved bill before retrying. Finish these pending imports from the QuickBooks bill import dialog.

Importing QuickBooks Invoices

If an invoice already exists in QuickBooks, you can import it into Peasy from the Sell > Invoices page. Imported invoices appear alongside your Peasy invoices and can be used for Peasy payment collection.

Payments recorded against the invoice in QuickBooks come across with it, so an invoice already paid there imports as paid. If Peasy can't load one of those payments, the import reports the error instead of finishing, and the invoice isn't issued yet, so you can retry it from the same dialog. Retry picks up the same invoice and brings its payment history up to date with QuickBooks, including payments changed or removed there in the meantime. An invoice QuickBooks closed with a credit memo or journal entry imports as paid without a payment record in Peasy.

An imported invoice stays QuickBooks' record: Peasy doesn't send edits to it back. If you edit one in Peasy, its QuickBooks status shows Out of Date with a note that the edit isn't sent, and Peasy doesn't offer to sync it. Make the change in QuickBooks instead. This holds even after you unlink the invoice: the bulk send preflight lists it as Imported from QuickBooks — QuickBooks already has this invoice rather than sending a copy. If QuickBooks later changes the same invoice, Peasy flags a conflict rather than replacing your Peasy edit silently, and Use QuickBooks values settles it. Payments you collect in Peasy still sync to QuickBooks as usual.

An imported invoice comes across as a financial record. Peasy records who was billed, the line descriptions, the amounts and the payment status — it does not match the lines back to your Peasy items, and importing one does not move inventory. You no longer have to link the QuickBooks items on an invoice before you can import it.

That trade is deliberate: the invoice was raised in QuickBooks, so QuickBooks already has the accounting, and Peasy's job is to collect the payment. If you want an invoice to draw down stock, create the sales order in Peasy and sync it out to QuickBooks instead of importing it back in.

For the same reason Peasy records no shipment for an imported invoice. Nothing was picked or packed here, so the order behind the invoice reads Fulfilled because there is no work left, its Fulfill tab shows no fulfillments, and its units appear under Settled outside Peasy — not under Canceled remainder, because nobody cancelled them. If you decide to ship that order from Peasy after all, Reopen on that row puts the units back into active work. See Fulfilling and Shipping Orders.

Because Peasy holds no cost for those lines, an imported sale shows an unknown cost of goods in the month-end COGS report rather than a confident $0.00, and the row explains why. That keeps a $2,000 imported sale from reading as $2,000 of pure profit.

A few invoices still cannot be imported, and Peasy tells you which and why rather than importing a document whose total would not match QuickBooks:

• Sales tax. Peasy cannot record sales tax on an invoice yet, so an invoice carrying tax is blocked.
• A total Peasy cannot reproduce. For example, a QuickBooks invoice with both a shipping charge and a percentage discount: QuickBooks discounts the items only, Peasy discounts the shipping too, so the two totals would disagree.

If the QuickBooks invoice already has payments recorded against it, those payments are imported too. The invoice's paid amount and balance are correct from the moment it lands in Peasy — an already-paid invoice shows as paid rather than fully outstanding. The same applies to bills imported from QuickBooks.

Orders with Multiple Invoices

Peasy treats the invoice as the QuickBooks sync target. This matters when one sales order has multiple invoices:

• Sync each invoice separately from Sell > Invoices or the invoice detail panel.
• Order-level sync is only available when Peasy can safely resolve one active invoice for the order.
• If an order has multiple active invoices, Peasy blocks the order-level sync and tells you to choose the specific invoice instead.

Shipping Fee Setup

Peasy syncs invoice shipping charges to QuickBooks' native Shipping fee field.

To set this up:

1. In QuickBooks, open invoice settings.
2. Turn on Shipping fee.
3. Make sure QuickBooks has a default shipping account selected.
4. In Peasy, refresh QuickBooks preferences if the setup screen still shows shipping as blocked.

Once set up, shipping charges on invoices sync automatically to the native QuickBooks shipping fee.

Ask Beacon About Sync

Ask Beacon “How is my QuickBooks sync?” or “Why am I seeing a QuickBooks warning?” Beacon checks the current connection information and the records needing attention, and gives you links to review them.

A healthy connection can still have records that failed to sync. Beacon separates failures from blocked changes that were not applied and activity outside Peasy's supported scope. Record examples may show only part of a longer list; the totals cover the full matching list. Incoming-change review covers the last seven days.

An expiring connection or repeated renewal failures alone do not prove that QuickBooks access was revoked. Beacon may ask you to review the connection or share the warning's exact wording. Asking for status does not refresh the connection, retry changes, or change your sync settings.

Stale Links

If a customer, vendor, or item gets deleted or merged in QuickBooks, its link in Peasy becomes stale. Peasy detects this during sync and marks the affected record as stale instead of surfacing a cryptic error.

Customer and vendor deactivation follows whichever system created the Peasy record:

• If the customer or vendor was imported from QuickBooks, deactivating it in QuickBooks also makes a live Peasy record inactive. The link stays healthy because the change synced successfully. If the Peasy record was already deleted, it stays deleted and later QuickBooks active or inactive updates do not repair its retained stale link.
• If the customer or vendor was created in Peasy and later linked or sent to QuickBooks, deactivating only the QuickBooks copy does not deactivate the Peasy record. The link becomes stale so you can review the disagreement, re-link it, or unlink it.

Reactivating a QuickBooks counterpart repairs its stale link. For a Peasy-owned record, that repair does not override an inactive status you intentionally set in Peasy.

QuickBooks customer and vendor pickers only return active QuickBooks records. If a name is missing from a mapping list, check whether that customer or vendor is inactive in QuickBooks first. Reactivate it there, refresh the QuickBooks data in Peasy, and then return to the mapping list.

When a stale link is detected:

• The sync pauses for that record and shows a warning with repair options.
• You can re-link the record to a new QuickBooks entry or unlink it entirely from the mapping table in Configure > Integrations > QuickBooks.
• Once repaired, the sync resumes normally.

If an invoice send discovers that its linked customer was deleted in QuickBooks, Peasy retires the old customer link after the first rejection. The invoice action in Peasy can still finish, but QuickBooks sync pauses and opens the customer relink step instead of retrying the dead reference. Re-link the customer, then retry the QuickBooks sync.

A deleted or deactivated QuickBooks item reaches the same outcome. If sending an invoice discovers that one of its products is no longer available in QuickBooks, Peasy reports it as a link that needs repair rather than as a rejected invoice, then re-checks the invoice against QuickBooks so the affected product is listed in the item sync step. Re-link the product there, then retry the sync.

To repair a product whose QuickBooks item was deleted or merged, choose Create item in the product's QuickBooks section, or Create item in QuickBooks from the product's actions, or create or link it from the item workbench. Peasy re-points the existing link instead of reporting the dead item as already synced:

• If the QuickBooks item was reactivated, Peasy links the product back to it.
• If QuickBooks has another product carrying this product's SKU, Peasy links to that one.
• If nothing matches, Peasy creates a new QuickBooks item.
• If QuickBooks only has an item with the same name, Create does not assume it is the replacement and stops instead. This includes an item an earlier, interrupted repair created. Link the product to it yourself if it is the replacement, or rename one of them.

Automatic syncs never repair a stale product link on their own. They stop and ask you to repair it.

Deleting an Invoice or Bill in QuickBooks

Deleting or voiding an invoice or bill in QuickBooks unlinks it from Peasy. The Peasy record itself is untouched — an invoice you deleted in QuickBooks stays exactly as it was in Peasy, with the same status. QuickBooks does not cancel or void your Peasy records.

What follows from that:

• Your Peasy record keeps working. If an order or payment depends on that invoice, it carries on. Tidying up your books in QuickBooks can't pull a record out from under an operation in Peasy.
• You can send it to QuickBooks again. Once unlinked, a deleted invoice or bill that was created in Peasy is free to be sent or imported fresh, instead of being permanently tied to a QuickBooks document that no longer exists. An invoice or bill you imported from QuickBooks is the exception: it stays QuickBooks' record, and Peasy does not send it back even after unlinking.
• A voided invoice shows as Voided. In the invoices list, an invoice voided in QuickBooks, or voided from Peasy, shows a grey Voided mark instead of a sync error. It offers no Retry or Send, so voiding in QuickBooks doesn't invite a second copy of the invoice there.
• It doesn't come back as a pending QuickBooks document. A document you delete or void in QuickBooks is cleared from the pending QuickBooks documents list, so it never shows up there waiting to be imported.

This follows your sync direction. If Invoices or Bills is set to Peasy to QuickBooks or Off, a delete in QuickBooks changes nothing in Peasy at all — and the QuickBooks activity log records that it was skipped, so you can see it was received and deliberately ignored.

If the unlink itself fails for any reason, the activity log shows an error rather than a successful delete, so you know the link still needs attention.

Voiding a QuickBooks Invoice from Peasy

Cancelling an invoice that is linked to QuickBooks offers Void QuickBooks Invoice & Continue. That voids the invoice in QuickBooks and marks it canceled in Peasy. The alternative, Keep QuickBooks Invoice & Continue, cancels only the Peasy invoice and leaves the QuickBooks document alone.

Void is only offered when the invoice can actually be voided — it is not in sync, already void, or has payments applied. When it cannot, Peasy tells you Cannot void invoice and leaves only the keep option, so the QuickBooks document stays as it is.

Cancelling the order offers neither one. Order cancellation leaves invoices and fulfillments unchanged, so cancel the invoice itself when you want the QuickBooks invoice voided.

If Peasy voids the invoice in QuickBooks but then can't record it on its own side, it says so rather than reporting success. You'll see a message telling you the invoice was voided in QuickBooks and that Peasy could not record it. When automatic recovery is enabled, Peasy retries the unfinished step after the attempt becomes available again. If the mismatch remains after about fifteen minutes, check QuickBooks and try Void again. Peasy remembers that the void already happened, so it can finish its own record without voiding the QuickBooks invoice a second time.

You may occasionally see a message saying Peasy could not confirm whether QuickBooks voided the invoice — usually a dropped connection. Check the invoice in QuickBooks. When automatic recovery is enabled, Peasy retries the unfinished void; you can also try Void again after about fifteen minutes. A retry is safe even if QuickBooks already voided it.

While a QuickBooks void is still in progress, Peasy asks you to wait before unlinking the invoice and keeping its QuickBooks document. Once the void is resolved, check the result in both systems before choosing whether to unlink. Peasy will not void a QuickBooks document you deliberately unlinked and kept.

All three messages are deliberate: Peasy reports what actually happened in both systems, rather than telling you it worked because the request was sent.

Returned Peasy Payments Payments

When a customer's bank payment through Peasy Payments fails or is returned by their bank after it was recorded in QuickBooks, Peasy voids that payment in QuickBooks automatically. That includes a payment that fails while Peasy is still sending it to QuickBooks. The payment stays in QuickBooks history as voided, and the invoice shows as owed again in both Peasy and QuickBooks.

If Peasy can't finish on its own, the invoice's QB button shows a small warning dot. When automatic recovery is enabled, Peasy retries an unfinished QuickBooks void attempt. If the warning remains, open the QB button to see "This payment was returned, but QuickBooks still counts it toward the invoice balance," then choose Remove payment from QuickBooks. Common reasons it can't finish:

• QuickBooks needs reconnecting — reconnect, then try again.
• The payment was already deposited — QuickBooks won't void a deposited payment. Remove it from the deposit in QuickBooks first, then try again.
• Someone changed the payment in QuickBooks — if its amount or the invoice it pays was edited, Peasy leaves it alone so it doesn't undo that change. Review it in QuickBooks.

If someone already deleted the payment in QuickBooks, Peasy records it as removed. Once a payment is removed, the warning dot goes away and Peasy confirms Payment removed from QuickBooks.

If the payment was recorded in a QuickBooks company you've since disconnected, Peasy can't reach it. It appears in sync issues instead of on the invoice; remove it in that company by hand.

Changes made in QuickBooks to a Peasy Payments payment never change its status in Peasy, because Peasy follows what the payment processor reports. If someone voids, deletes, or moves such a payment to another invoice in QuickBooks while it still went through, Peasy keeps it where it was and lists it in sync issues for you to review. A payment to a vendor through Peasy Payments is handled the same way: a void, delete, or move to another bill made in QuickBooks leaves it where it was in Peasy and lists it in sync issues.

Returned vendor bill payments

The same applies when a bill payment you sent to a vendor through Peasy Payments fails, is canceled, or is returned by the bank after it was recorded in QuickBooks. Peasy reopens the bill and voids the bill payment in QuickBooks automatically, so the bill shows as owed again in both places.

If Peasy can't finish on its own, the bill's QuickBooks chip shows Payment returned. Open it to see "This payment was returned, but QuickBooks still records it, so the bill shows as paid there," then choose Remove payment from QuickBooks. The reasons above apply here too, including a bill payment recorded in a QuickBooks company you've since disconnected, which appears in sync issues for you to remove by hand. Once the payment is removed, Peasy confirms Payment removed from QuickBooks, and the chip's menu says so.

Voided Recorded Payments

When you void a recorded payment that was synced to QuickBooks, Peasy voids it in QuickBooks too. See Recording a Payment for how to void one. The payment stays in QuickBooks history as voided, and the invoice shows as owed again in both places.

A payment can reach QuickBooks even when Peasy never heard back that it arrived. Before voiding a payment like that, Peasy checks QuickBooks for it. If it's there, Peasy voids it in QuickBooks too. If QuickBooks is connected but Peasy can't check it — for example, QuickBooks needs reconnecting — the void doesn't go through. You're told why, and the payment stays received. Fix the problem, then void it again. Payments on invoices that were never sent to QuickBooks are voided without a check.

If Peasy can't finish, the void still holds in Peasy and you're told why. When automatic recovery is enabled, Peasy retries an unfinished QuickBooks void attempt. The invoice's QB button then shows the same warning dot, reading "This payment was voided in Peasy, but QuickBooks still counts it toward the invoice balance." If the warning remains, choose Remove payment from QuickBooks. The reasons and fixes listed above for returned payments apply here too. Changes in QuickBooks never bring a voided payment back in Peasy.

You can also finish the job from the invoice's View payments list. The payment's row reads "QuickBooks still counts this payment." and has a Remove from QuickBooks button. This works on a canceled invoice too, where the invoice's QuickBooks menu isn't shown. When you cancel an invoice that still has such a payment, the cancel confirmation warns you first; canceling is still allowed. A voided bill payment works the same way from the bill's View payments list.

If the payment was recorded in a QuickBooks company Peasy isn't connected to right now, for example after you switched companies or disconnected, Peasy can't remove it. The row says so instead of showing the button. Reconnect that company, or remove the payment in QuickBooks yourself.

Payments That Reached QuickBooks Before Peasy Heard Back

Sometimes a payment reaches QuickBooks but Peasy never hears back — for example, when the connection drops. Peasy sends each payment to QuickBooks only once. The next sync finds the copy already in QuickBooks and links it instead of posting the payment again.

Peasy doesn't link a copy that no longer fits the payment:

• The copy is no longer applied to the invoice or bill. Peasy tells you so. Apply it there in QuickBooks, then sync again.
• The copy's amount, date, or reference differs from the invoice payment in Peasy — for example, because you corrected the payment in between. Peasy tells you what differs. Update it in QuickBooks to match, then sync again.

If someone deleted or voided that copy in QuickBooks before Peasy linked it, Peasy doesn't post the payment again. It applies the removal the same way it would for any payment deleted or voided in QuickBooks:

• A manually recorded payment is reversed in Peasy and no longer counts toward the invoice or bill. Peasy confirms Payment was removed in QuickBooks.
• A Peasy Payments payment stays in Peasy, because Peasy follows what the payment processor reports. It's listed in sync issues, and Peasy tells you "This payment was removed in QuickBooks, but Peasy kept it. Review it in QuickBooks."
• If the Invoices or Bills sync direction doesn't bring changes from QuickBooks into Peasy, the payment stays in Peasy with the same message.

If Peasy can't finish applying the removal, it tells you to sync the payment again in a few minutes to finish.

Handling Duplicates

When bulk-syncing customers or vendors to QuickBooks, Peasy links an existing active record of the same type when its name matches exactly, ignoring capitalization and preparing the name as QuickBooks receives it. When nothing in QuickBooks holds the name, Peasy creates a new record. When something holds it that Peasy cannot safely link to, it makes no change and tells you why — the next paragraph covers those cases. Bulk sync does not treat a different business suffix as an automatic match: Acme Inc and Acme Corp remain separate. The result says Synced, which includes both linked and newly created records.

If the name belongs to a different QuickBooks type, such as a vendor or employee blocking a customer, rename one of them before retrying. An inactive same-type match needs reactivation or manual linking. If another Peasy record already holds the QuickBooks link, the error identifies that record so you can review its mapping. Other eligible records can still finish.

If QuickBooks has multiple records of the same type with the exact same name, bulk sync asks you to resolve the duplicate names in QuickBooks or explicitly link the correct record. It leaves the Peasy record unlinked until you choose.

When syncing, Peasy checks for existing records in QuickBooks to avoid creating duplicates. Customers, vendors, and items are matched by name. Bills are matched by bill number and vendor, and invoices (including order-level sync) are matched by invoice number and customer.

When you map a single customer or vendor yourself — not through bulk sync — name matching ignores the business suffix, so Acme Inc, Acme Corp, Acme LLC, and Acme are treated as the same business. When Peasy finds a match like that, it pre-selects it for linking and marks it Exact match — but it still offers Create new customer in QuickBooks next to it, because QuickBooks will happily hold two contacts whose names differ only by the suffix. Pick whichever is right; Peasy does not decide for you.

Creating is hidden in one case only: QuickBooks already has a contact with that exact name. QuickBooks rejects a duplicate name outright, so linking to the existing contact is the only thing that can work.

If the same business appears in QuickBooks more than once (say both Acme Corp and Acme Inc), Peasy offers all of them so you can pick. The exception is when one of them carries your contact's name exactly — then that one is the only thing QuickBooks will accept, so Peasy links to it and doesn't show the others.

The bulk send preflight surfaces these matches up front so you don't have to wait for an error after pressing Send:

• Will auto-link — If totals match, Peasy links to the existing record on send instead of creating a duplicate. The preflight notes how many records will auto-link.
• Conflict — If totals don't match, the record shows up as a conflict with three choices: Open in QuickBooks to review the existing record, Link to existing to attach without re-pushing, or Skip to drop it from this batch. Skipped conflicts can be restored from a "show again" link in the same modal.

If a Peasy bill does not have a bill number, Peasy sends a generated reference to QuickBooks. Retries are safe either way: Peasy keeps a record of each bill send, so if QuickBooks created the bill but Peasy could not save the link on the first attempt, the next send picks that record up and links to the existing QuickBooks bill instead of creating another.

One Peasy record per QuickBooks record

A QuickBooks customer or vendor can be linked to one Peasy customer or vendor at a time. If you try to link one that another record already holds, Peasy tells you which Peasy record has it instead of quietly creating a second link.

To move the link, free it first: open Configure > Integrations > QuickBooks, find the record that currently holds it in the mapping table, and unlink it. The QuickBooks record is then available to link somewhere else.

A stale link still holds its QuickBooks record. If the record holding the link is stale, Peasy says so in the same message — unlink it before linking that QuickBooks record to something else.

Unlinking a customer or vendor puts it back to square one. Once unlinked, it behaves exactly like a record that was never linked: you can import it again from QuickBooks, send it to QuickBooks again, or link it to a different QuickBooks record. Peasy no longer treats the old connection as if it were still there.

One Peasy product family per QuickBooks product

Products follow the same rule, at the family level. All the variants in one product family intentionally share that family's QuickBooks product or service — that part is by design. What can't happen is two different Peasy product families holding the same QuickBooks product. If they could, invoice and bill lines from two unrelated products would post against one QuickBooks record.

So if you sync or link a product to a QuickBooks product another family already holds, Peasy skips that product and tells you which family has it, instead of quietly attaching a second one. This can come up when two products end up with the same name in QuickBooks, or share a SKU. The rest of the batch still syncs.

To move the link, free it first: open Configure > Integrations > QuickBooks > Items, find the product that currently holds it, and use Unlink from QuickBooks on its row. The QuickBooks product is then available for another family.

As with customers and vendors, a stale link still holds its QuickBooks product — unlink it before linking that QuickBooks product to something else. If the family holding the link is inactive, turn on Sync inactive records in QuickBooks settings so it appears in the workbench and can be unlinked.

Account Mapping Is Category-Level

The missing defaults count tells you how many categories are missing a recommended default, not how many account fields are empty. Bill discount, freight, tax, and payment accounts are separate settings.

Peasy stores the normal QuickBooks account defaults on each item category — not on the individual item. It uses those defaults when it must create a new QuickBooks product or service. Before asking for an account, Peasy checks existing Peasy links and safe QuickBooks matches so it can link instead of creating a duplicate.

What this means in practice:

• New QuickBooks items created from the same category use the same normal defaults.
• If different groups of new items need different defaults, put them in different categories.
• A category needs only the defaults its items use: income for Sell items, expense for Buy items, both for mixed families, and neither when it has no eligible items.
• From QuickBooks settings, open Accounting > Category Mapping > Configure. This opens Categories, where you can select Income Account and Expense Account for each category. Account selections save automatically.
• Both Income and Other Income accounts are valid choices on the income side, and both Expense and Cost of Goods Sold are valid on the expense side — pick whichever matches your chart of accounts.

If you deactivate or delete an account in QuickBooks that a category was mapped to, the Configure > Categories page shows a warning banner and an inline "Account unavailable — re-map" indicator on the affected rows. Click the row to pick a new account. Only new QuickBooks items that need that missing default wait; existing links and safe matches can continue.

There is no permanent per-item account default. The invoice item-mapping wizard can use a one-time account choice for a create and offer to save it as the category default. If an item always needs different QuickBooks treatment, give it a category of its own.

Bill Payment Sync

When you pay a bill in Peasy using a supported payment method and the Bill payment ledger sync direction includes outbound sync (Both directions or Peasy to QuickBooks), Peasy sends the payment to QuickBooks as a BillPayment check entry.

Requirement: A bank account must be set under Configure > Integrations > QuickBooks > Accounting Settings > Bill payment account. Without it, the sync will be blocked and a message will explain what's needed.

A bill payment recorded with a credit-card method can be saved in Peasy, but it cannot be sent by this automatic QuickBooks sync. Keep the recorded method accurate. Handle the matching QuickBooks entry through your accounting process until card payment sync is available.

Sync status on a bill: The QuickBooks chip on a bill detail page shows a yellow Payment unsynced state when a payment was recorded in Peasy but hasn't been pushed to QuickBooks yet. Open the chip's dropdown to see details and a Sync payment to QuickBooks option. If a Peasy Payments bill payment was returned after it reached QuickBooks and Peasy couldn't remove it automatically, the chip shows Payment returned instead, with a Remove payment from QuickBooks option — see Returned vendor bill payments.

Bulk sync from Settings: If you have payments that were recorded before outbound sync was enabled, go to Configure > Integrations > QuickBooks and look for the amber "X bill payments need QuickBooks sync" banner in the Bills section. Click Sync now to push all pending payments, or Review to see them on the Payments admin page first.

Payment direction settings: Invoice and bill payment ledger sync follows the direction on the matching Invoice or Bill sync card:

• Invoices — controls whether invoices and QuickBooks invoice payments flow into Peasy, out to QuickBooks, both, or neither
• Bills — controls whether bills and QuickBooks bill payments flow into Peasy, out to QuickBooks, both, or neither

Both default to Both directions. Change them in Configure > Integrations > QuickBooks > Sync Settings.

Numbers and Notes That Are Too Long for QuickBooks

QuickBooks limits how long some fields can be, and it rejects the whole invoice or bill when one is over — so Peasy checks these before sending.

• Invoice numbers can be up to 21 characters. If yours is longer, Peasy stops the sync and tells you so. It can't trim the number for you: the invoice number is how Peasy and QuickBooks recognize the same invoice, so a shortened one would either lose track of the invoice or collide with a different one.
• Customer and vendor email addresses can be up to 100 characters, and phone numbers up to 30. If one is longer, Peasy stops before changing QuickBooks, identifies the field, and keeps the full value in Peasy. Shorten it in Peasy, then sync again.
• Customer memos, internal notes, tracking numbers, and line descriptions are trimmed to fit instead of failing the sync, so a very long note reaches QuickBooks with the end cut off. Only the copy sent to QuickBooks is shortened; your Peasy note keeps its full text. When QuickBooks sends the shortened copy back, Peasy recognizes it as its own and leaves your full text alone — for bill notes, bill line descriptions, invoice customer memos, internal notes, tracking numbers, and invoice line descriptions, including when you resolve a sync conflict with Use QuickBooks values.

Bill numbers work the same way as invoice numbers: they're limited to 21 characters, and Peasy stops the sync and says so rather than trimming, for the same reason. Whether you send one bill or several, a bill with an over-long number is listed under Need attention before you send, so you can shorten it first.

Invoice numbers can't be edited from the invoice screen yet, and the numbering pattern that generates them isn't self-serve. If an invoice number is blocking a sync, or your numbers regularly run long, contact support and we'll adjust the pattern.

Invoice Dates and QuickBooks

Peasy posts invoices to QuickBooks using the invoice creation date. If your accounting workflow depends on a separate fulfillment date or service date being recorded in QuickBooks, talk to your accountant about how to reconcile the two — the dates Peasy currently sends are: invoice date, due date, and any payment dates if payments are recorded in Peasy.

Some customers wait to enable QB sync until their fulfillment-date workflow in Peasy is fully set up so that the right date lands in QuickBooks the first time. If you're in this boat, you can import existing QuickBooks invoices into Peasy first and start syncing new invoices once you're ready.

Sync Issues in To-Dos

QuickBooks issues that need your attention surface in To-Dos in the sidebar — you don't have to visit the QuickBooks settings page to find them.

The QuickBooks group in To-Dos lists one row per category of issue:

• Token expiring soon — comes with a one-click Refresh button
• Token expired or refresh failed — links into the reconnect flow
• Sync failures — open the failed records on the QuickBooks settings page. The list includes customers, vendors, items, invoices, and bills that failed to sync or have a conflict. Choose Review on a linked bill to open that bill.
• Stale links — open the stale-links list on the QuickBooks settings page. Each customer, vendor, item, or invoice appears separately with a button to open the record or its mapping screen so you can repair it.
• Changes not applied — QuickBooks events that an integration rule blocked, that have no supported handler, or that arrived while QuickBooks was refusing Peasy. This opens Changes not applied, separate from failures. Expand a group to review each loaded change. A change blocked by a rule or with no handler offers Open QuickBooks settings so you can check your configuration, and has no Retry button. A change that arrived while QuickBooks was refusing Peasy reads Reconnect QuickBooks to apply this change. and offers Reconnect QuickBooks and Retry.
• Failed webhooks — when QuickBooks change events didn't process, so inbound updates may be missing. This opens a separate list of events received in the past seven days. Peasy retries temporary failures automatically; the list shows each event's attempt and next retry, and Retry replays an individual event now.
• Pending QuickBooks items — new items in QuickBooks waiting to be linked or dismissed
• Categories missing account defaults — categories with a Sell or Buy item that is missing the matching income or expense default. This is create guidance, not a global sync block.

Most rows link straight to the place where you can review or fix the issue. For stale links, choose Open customer, Open vendor, or Open invoice. Item stale links always open the item mapping workbench, and customer or vendor links use their mapping-review page when there is no direct record to open. If a stale QuickBooks invoice no longer has a Peasy invoice to open, choose Clear stale link.

The sync-failure, failed-webhook, and changes-not-applied rows open separate lists. Each list shows its total at the top. Choose Load more sync failures, Load more webhook issues, or Load more changes not applied to reach older rows; the To-Dos count includes those rows too.

Out-of-scope activity on the QuickBooks settings page shows changes outside Peasy’s sync scope from the past seven days. This activity does not count as a failure or create a To-Do.

Resolving Sync Conflicts

When both Peasy and QuickBooks change the same invoice between syncs — or QuickBooks references a customer that isn't linked in Peasy yet — Peasy doesn't guess. It flags the invoice as a conflict instead of overwriting either side.

The same happens when you link a Peasy invoice to a QuickBooks invoice that doesn't match it, either by relinking it or by sending an invoice whose number QuickBooks already has. Peasy flags the conflict so you can choose which version to keep. Peasy won't send that invoice to QuickBooks until you do.

On the Sell > Invoices page, the Quickbooks column (shown when QuickBooks is connected) displays each invoice's sync status as an icon plus a label — a conflicted invoice reads Conflict with an orange icon. Click the cell and choose Resolve QuickBooks conflict to fix it without leaving Peasy:

• If QuickBooks points at a customer that isn't linked yet, pick the matching Peasy customer and choose Link customer & use QuickBooks — Peasy links the customer and applies QuickBooks's values to the invoice.
• Choose Use QuickBooks values to bring QuickBooks's version into Peasy.
• Choose Keep Peasy values to send Peasy's version to QuickBooks right away. It replaces the QuickBooks version you were shown; if the invoice changed in QuickBooks again since, Peasy shows you the newer conflict instead.

Each choice needs invoice sync turned on in its direction: Keep Peasy values needs Peasy → QuickBooks, and Use QuickBooks values needs QuickBooks → Peasy. If a choice can't run, the dialog greys it out and says why. For Keep Peasy values that also covers an invoice imported from QuickBooks and one that's paid or voided in QuickBooks.

Keep Peasy values can also stop after you choose it, leaving the conflict open:

• QuickBooks needs reconnecting. Reconnect, then choose it again.
• A line's item isn't linked to QuickBooks. Link the item, then choose it again. Peasy won't send the invoice without that line, because QuickBooks would delete it.

Unresolved invoice and bill conflicts also appear in the sync failures list on the QuickBooks settings page. Choose Review to open the affected invoice or bill when it has a Peasy record.

Configure Card Health Indicators

The Customers, Vendors, and Items cards on Configure > Integrations > QuickBooks show three pieces of health info:

• X linked of Y — how many of your records are linked to QuickBooks
• Z need attention (red) — failed syncs, conflicts, and stale links for that record type
• Last sync — when the most recent successful sync ran

If categories are missing create defaults, the Items card shows how many need attention and provides a Map categories action. Auto-sync new stays available because existing links, safe matches, and other eligible items can still sync.

Connection Health

Peasy monitors your QuickBooks connection and refreshes the authentication automatically. If something goes wrong (like an expired connection), you'll see it in To-Dos with a one-click refresh option, and on the QuickBooks settings page with instructions to reconnect.

If QuickBooks needs to be reconnected, Peasy still shows previously recorded sync issues below the reconnection notice. You can review which updates may be missing before or while you reconnect.

Changes you make in QuickBooks while it is refusing Peasy are not lost. Peasy holds them under Changes not applied and applies them once QuickBooks lets Peasy in again: after you reconnect the same QuickBooks company, or the next time Peasy reaches QuickBooks successfully without a reconnect. If access is already back and a held change is still listed, choose Retry on that row to apply it now.

Failed QuickBooks change events appear as individual rows in that sync issues list. Temporary failures show the current attempt and scheduled retry. If a retry has stopped or you want to try sooner, choose Retry on that row. Peasy rechecks that the event still belongs to your company before processing it; an event already being processed cannot be started a second time.

If older webhook issues are not on the first page, choose Load more webhook issues until the event you need appears.

If Peasy cannot load the latest sync health, the settings page shows Check unavailable and Sync issue check unavailable. Refresh the page to try again. This message means Peasy could not check for issues; it does not by itself mean your QuickBooks connection is disconnected or healthy.

Good to Know

• Sync happens in near real time for most operations.
• After Peasy creates a new invoice in QuickBooks, a brief Processing in QuickBooks status appears for up to 45 seconds. This is normal — QuickBooks needs a moment before its deep link becomes active. Imported and manually linked invoices are not affected.
• You can always check the QuickBooks settings page to see the connection status and last sync time.
• If you notice data not syncing, check the QuickBooks settings page or the invoice's QuickBooks status for any error messages.
• Disconnecting QuickBooks stops all sync activity but doesn't delete any data in either system.
• Creating a new QuickBooks item uses the category defaults for that item's Sell or Buy role. Existing links and safe QuickBooks matches do not need those defaults.

Related

• Connecting QuickBooks — Setting up the connection
• QuickBooks Setup Wizard — Configuring sync options
• Managing Customers — Syncing customers
• Managing Vendors — Syncing vendors
• To-Dos — Where QuickBooks sync issues surface across the app
• Fulfilling and Shipping Orders — Why an imported invoice's order reads Fulfilled with no shipment