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QuickBooks Online: Sync Workflow & Troubleshooting

Overview

This article explains when and how Floorzap sends data to QuickBooks Online (QBO) — including invoices, payments, change orders, and vendor/contractor bills. Understanding this workflow can help you stay on top of your books and quickly resolve any discrepancies you notice between the two systems.

The Three Default Sync Points

When the default QuickBooks sync is turned on, data flows from Floorzap to QBO at three key moments:

1. When an Invoice is Signed

The first sync happens when your customer signs an invoice, or when you mark it as signed internally. At this point, Floorzap creates the invoice in QBO as an open balance with no payment applied yet.

Important: QBO needs an invoice to exist before a payment can be applied to it. If a payment reaches QBO before the invoice does, it will sit in Undeposited Funds without anything to attach to.

2. When a Payment is Posted

When you record a payment in Floorzap — whether it's an electronic payment, cash, or check — that payment syncs to QBO and is applied to the corresponding invoice. The payment will appear in Undeposited Funds in QBO.

On the payment screen, you'll notice two toggles: Sync Payment and Sync Invoice. These are independent of your default sync setting. If your invoice hasn't synced to QBO yet, turning both toggles on will push the invoice and payment over at the same time so the payment has somewhere to land.

3. When Final Invoice is Sent

When you turn on the Final Invoice Sent flag in Floorzap, the invoice syncs to QBO one more time with all updates applied — including any change orders. This sync also sets the due date and payment terms, which is what drives your Accounts Receivable aging report in QBO.

A few things to keep in mind about Final Invoice Sent:

  • Toggling Final Invoice Sent does not automatically send the invoice to your customer. Sending the invoice (by email or SMS) and marking Final Invoice Sent are two separate steps.
  • The recommended order is to turn on "Final Invoice Sent," set the invoice date, due date and payment terms. Then sent the invoice to your customer.

How Floorzap Determines the Invoice Date in QBO

Floorzap follows a specific order of priority when deciding which date to send to QBO as the invoice date:

Situation Date Sent to QBO
Invoice created but not yet signed Created date
Invoice signed for the first time Date of first signature
Invoice signed multiple times before first sync Still uses the first signature date
Invoice Date manually entered in Floorzap That date — takes priority over everything else

Tip: If you want full control over the invoice date in QBO, manually enter it in the Invoice Date field in Floorzap before syncing. This is also the best way to make sure your Floorzap and QBO reports match up when filtering by date.

Change Orders Require a Manual Sync

Change orders added to an invoice in Floorzap are not automatically pushed to QBO. To get them over, you have two options:

  • Manually sync the invoice: Go to Invoice Actions → Sync with QuickBooks.
  • Toggle Final Invoice Sent: This triggers a full re-sync and will include all pending change orders.

Until one of those actions is taken, your QBO invoice will reflect the original amount and line items only.

Using Floorzap Without Default Sync

Some businesses prefer to keep the default sync turned off — often to avoid recognizing revenue in QBO before a job is complete.

If default sync is off, your invoice will only reach QBO in one of two ways:

  1. You manually sync it via Invoice Actions → Sync with QuickBooks.
  2. You post a payment with the Sync Invoice toggle turned on — this will push the invoice to QBO at the same time as the payment.

Heads up: If you're keeping default sync off but still posting payments, double-check whether the Sync Invoice toggle is on. If it is, the invoice will sync to QBO even if that wasn't your intention.

Syncing Vendor Bills and Contractor Payments

Vendor Bills

To sync a vendor bill to QBO, go to Payments → Accounts Payable → Add Payment and:

  1. Select the vendor and the relevant work order.
  2. Enter your bill date and payment terms — the due date will populate automatically.
  3. Verify your line items and amounts.
  4. Select QuickBooks Payable as the account.
  5. Make sure the QuickBooks Sync toggle is turned on, then save.

The bill will appear in QBO under Bills → Unpaid Bills, with your vendor details, line items, and customer name.

Contractor Payments

Contractor payments follow the same process as vendor bills. The contractor must be marked as labor complete and Ready for Payment before you can post. Once posted with the sync toggle on, the payment will show up in QBO as an unpaid bill under the contractor's name.

⚠️ Salesman/Commission Payments — Keep Sync Turned OFF

Floorzap does not connect with QuickBooks Payroll, so salesman commission payments should not be synced to QBO. If the sync toggle is on when you post a commission payment, it will create a bill in QBO — and there is no way to automatically move that into payroll. You would need to manually delete the bill.

For commissions, the recommended workflow is to post the payment in Floorzap with the sync toggle off, then manually enter the commission amount into your payroll system.

Troubleshooting Common QBO Sync Issues

A payment is in QBO but isn't applied to an invoice

The payment likely synced before the invoice did and is sitting in Undeposited Funds without an invoice to attach to. Go to Floorzap, open the invoice, and manually sync it via Invoice Actions → Sync with QuickBooks. Once the invoice exists in QBO, the payment should be applicable.

The invoice in QBO is missing change orders or shows the wrong total

Change orders in Floorzap don't automatically push to QBO. Manually sync the invoice from Invoice Actions → Sync with QuickBooks, or toggle Final Invoice Sent if you're ready to do so — either will push all pending updates.

My Floorzap and QBO reports show different invoice dates

This usually happens when the invoice date in QBO is based on the created date, while Floorzap reports are using the signed date. To fix it, manually enter the correct Invoice Date in Floorzap and re-sync the invoice. Going forward, setting the invoice date before syncing will keep both systems aligned.

A bill showed up in QBO for a salesman commission

The QuickBooks Sync toggle was on when the commission payment was posted. You'll need to manually delete the bill in QBO. For future commission payments, make sure the sync toggle is off before saving.

The invoice never appeared in QBO

If your default sync is turned off, the invoice won't sync automatically. Open the invoice in Floorzap and go to Invoice Actions → Sync with QuickBooks to push it over manually. Alternatively, if you're posting a payment, make sure the Sync Invoice toggle is turned on so both sync together.

The invoice date in QBO isn't updating when I re-sync

If you ever manually entered an Invoice Date in Floorzap, that date takes the highest priority and won't be overridden automatically. Update the Invoice Date field in Floorzap to the correct date, then re-sync.

How It All Fits Together

 
 
Invoice Signed
  → Invoice created in QBO (open balance, no payment yet)

Payment Posted
  → Payment applied to invoice in QBO (appears in Undeposited Funds)

Change Orders Added
  → Manually sync, or wait for Final Invoice Sent

Final Invoice Sent
  → Full re-sync; due date and terms set; invoice appears in AR aging

Bank Reconciliation
  → Handled separately in QBO, outside of the Floorzap workflow