While Floorzap applies a consistent date hierarchy when syncing invoices to QuickBooks Online, the correct date to use for tax or accounting purposes may differ by state or accounting method. We strongly recommend consulting a qualified accounting or tax professional to confirm which invoice date you should use for your reporting and compliance requirements before changing your workflow or accounting practices.
Before reviewing how Floorzap selects the correct date to sync to QuickBooks Online (QBO), it helps to understand the three invoice date fields used within Floorzap. Each field reflects a different moment in your workflow and determines how invoice dates are captured and interpreted.
Invoice Date Fields Defined
Floorzap tracks three separate date fields on every invoice. Each is set at a different point in the invoice lifecycle, and they are used together to decide which date syncs to QuickBooks Online.
1. Created Date
The date and time an invoice is first generated in Floorzap.
Automatically populated by the system.
Used to track the start of the invoice lifecycle when no signature has been collected.
Editable only by admin users, which preserves audit integrity.
2. Confirmed Date (Signed Date)
The date an invoice is signed or confirmed by the customer.
Represents the moment the invoice becomes a committed agreement.
If an invoice is confirmed multiple times, the first confirmed date is preserved and used for accounting and QBO sync logic.
Editable only by admin users, which maintains an accurate financial audit trail.
3. Manual Invoice Date
A user-editable field for setting a specific invoice date.
Overrides both the Created Date and the Confirmed Date when populated.
Useful for aligning invoices with contract dates, billing cycles, or accounting periods.
Editable by standard users who have permission to modify invoices.
How Floorzap Chooses Which Invoice Date Syncs to QuickBooks Online (QBO)
Floorzap uses a clear hierarchy to decide which invoice date to send to QuickBooks Online. This keeps your financial records accurate and consistent with your operational workflow.
1. If an invoice is created but not signed
Floorzap syncs the Created Date.
2. When an invoice is signed for the first time
Floorzap syncs the first Confirmed Date.
This does not change even if the invoice is re-confirmed later.
3. If an invoice is confirmed multiple times
The first Confirmed Date still takes priority.
In many cases this matches the Created Date, if the invoice was signed the same day it was created.
4. If the Manual Invoice Date field is populated
That date always takes priority and overrides both the Created Date and the Confirmed Date.
Quick Reference Table
Scenario | Date synced to QBO |
Invoice created, not signed | Created Date |
Invoice signed for the first time | First Confirmed Date |
Invoice signed multiple times | First Confirmed Date |
Manual Invoice Date field is filled in | Manual Invoice Date |