QuickBooks Online Sync – Invoice Matching

Overview

The QuickBooks Online Sync now includes Invoice Matching — a feature that automatically links payments processed in SwipeSimple to the corresponding invoice in QuickBooks. This eliminates the need for manual reconciliation and keeps your accounts receivable up to date in real time.

Invoice Matching is configured during the QuickBooks Online Sync setup wizard, and can also be changed any time from your sync settings.

Before your begin

This article covers Invoice Matching specifically. For a general overview of how to connect and configure QuickBooks Online Sync, see QuickBooks Online Sync and the QuickBooks Online Sync FAQ.

Invoice Match Settings

During setup (or in your sync settings), you will be asked how you want to handle invoices. There are three options:

Not sure which mode to choose? If you create and send invoices from SwipeSimple, choose SwipeSimple manages invoices. If you prefer QuickBooks' invoice formatting and customization options but use SwipeSimple for payment processing, choose QuickBooks manages invoices. If you don't use invoices at all, choose No invoice tracking.

No Invoice Tracking

In this mode, SwipeSimple assumes you are not utilizing invoices and no invoice matching/syncing will occur. All transactions will be sync'd as sales receipts. 

SwipeSimple Manages Invoices

In this mode, SwipeSimple is the source of truth for invoices. Here is how the workflow operates:

1. Create and share an invoice in SwipeSimple. As soon as you share the invoice with a customer, SwipeSimple immediately creates a matching invoice in QuickBooks in real time — no sync required for this step.
2. Customer pays the invoice. This can be done via the link in the invoice or by manually marking the invoice as paid.
3. Sync to QuickBooks. When you run a sync, the payment is applied to the corresponding QuickBooks invoice, and it is marked as paid in full. This allows you to recognize revenue and maintain an accurate accounts receivable record.

Important Note

Real-time vs. sync - Invoice creation is sent to QuickBooks in real time when the invoice is shared or re-shared in SwipeSimple. However, payments, refunds, and voids require a manual sync before they appear in QuickBooks Online.

QuickBooks Manages Invoices

In this mode, invoices are created and managed in QuickBooks. SwipeSimple is used for payment collection only. The key to automatic matching is the REF # or invoice number field — when a QuickBooks invoice number is provided at the time of payment in SwipeSimple, the two systems are linked automatically upon sync.

How to record payments

Virtual Terminal

This is the most common workflow for the "QuickBooks manages invoices" mode:

1. Create an invoice in QuickBooks and note the invoice number (e.g., 1060).
2. In SwipeSimple's Virtual Terminal, create the payment as you normally would.
3. In the optional Reference Number field, enter the QuickBooks invoice number (1060).
4. When you sync, SwipeSimple finds the matching invoice in QuickBooks and marks it as paid in full.

Important Note

The Ref # field is the key for accurate record keeping. This is what triggers invoice matching between SwipeSimple and QuickBooks online. If you forget to enter it before completing the transaction, it will be recorded as a sales receipt instead.

Payment Links

You can also collect payment using a SwipeSimple payment link when QuickBooks manages invoices:

1. Create a payment link in SwipeSimple and enable the Invoice Number field (this field is required by default when this mode is selected, with the "For QuickBooks" option checked).
2. Share the payment link with your customer.
3. When the customer pays, they are prompted to enter the QuickBooks invoice number manually (e.g., 1062).
4. Upon sync, the corresponding QuickBooks invoice is marked as paid in full.

SwipeSimple Invoice

While it is uncommon in this mode, you can also create an invoice directly in SwipeSimple:

1. Create an invoice in SwipeSimple and share it with the customer.
2. Ensure the invoice amount matches the corresponding QuickBooks invoice.
3. When the customer pays and the transaction is synced, QuickBooks marks the matching invoice as paid in full.

Important Note

Keep amounts consistent: For matching to work correctly in this scenario, the amount on the SwipeSimple invoice must match the amount on the QuickBooks invoice. Mismatches may prevent automatic matching.

Refunds and Voids

Here is how refunds and voids are handled depending on your invoice tracking mode:

SwipeSimple Manages Invoices

• Refunds a payment in SwipeSimple reopens the invoice in both SwipeSimple and QuickBooks
• Voiding a payment in SwipeSimple reopens the invoice in both SwipeSimple and QuickBooks

QuickBooks Manages Invoices

• Refunds: After a refund, the original QuickBooks invoice remains marked as paid. The refund appears in QuickBooks as a sales transaction with a memo that references both the SwipeSimple transaction number and the QuickBooks invoice number, keeping your records tied together.
• Voided refunds: A voided refund also appears in QuickBooks sales transactions, with a memo referencing the voided refund, the original SwipeSimple transaction, and the associated invoice number.