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Understanding Invoice Dates in Floorzap & How They Sync to QuickBooks Online 

An in depth look at what dates sync over to quickbooks (QBO) to help you better understand the integration between the two systems.

Before reviewing how Floorzap selects the correct date to sync to QuickBooks Online (QBO), it’s important to understand the three invoice date fields used within Floorzap. These fields reflect different moments in your workflow and determine how invoice dates are captured and interpreted. 

Invoice Date Fields Defined 

1. Created Date
  •       The date and time an invoice is first generated in Floorzap. 
  •       Automatically populated by the system. 
  •       Used for tracking the start of the invoice lifecycle when no signature has been collected.
  • Editable only by admin users, ensuring audit integrity. 

2.  Confirmed Date (Signed Date)
  • The date an invoice is signed/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 to maintain accurate financial audit trails. 


3. Invoice Date (Manual Invoice Date Field)
  • A user-editable field for setting a specific invoice date. 
  • Overrides Created Date and Confirmed Date when populated. 
  • Useful for aligning invoices with contract dates, billing cycles, or accounting periods. 
  • Editable by standard users with permission to modify invoices. 

 

How Floorzap Chooses Which Invoice Date Syncs to QuickBooks Online (QBO) 

Floorzap uses a clear hierarchy to determine which invoice date to send to QBO. This ensures your financial records stay accurate and consistent with your operational workflow. 

 

QBO Sync Logic

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. 
  • Manual Invoice Date overrides both Created Date and 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