Sync Invoices to QBO

Approved Linarc invoices sync seamlessly to QuickBooks Online (QBO), where they are created as customer invoices, ensuring billing stays aligned with project progress. Invoice data from Linarc is mapped to the appropriate invoices of customers in QBO for accurate revenue tracking. 

• Enables real-time visibility into billed and outstanding amounts
• Ensures accurate revenue recognition and reporting
• Reduces manual data entry and billing errors
• Keeps project teams and accounting aligned on invoicing status

Prerequisite
Invoices rely on project data. The corresponding project must be mapped and synced. See Sync Linarc Projects to QBO Customers for more details.
The payment application must be approved and the invoice must be created before synchronization can proceed. See Generate and Submit Invoice for Payment for more details.

Once a payment is recorded in QuickBooks, the payment status is reflected in the staging screen. After this the Project Manager can manually mark the invoice as paid within the Progress Billing module, ensuring project records remain accurate and up to date. The "Auto Update" option is not available for invoices. Therefore, it is mandatory to manually import and sync the data from the staging screen every time a project is synced to QBO from Linarc or a new invoice is created in already synced project.

To open the integration screen

• Ensure that you are in the portfolio console.

• To return to the portfolio console from any other part of the platform:
  • Click the App Launcher buttonin the top-right corner and select "Portfolio" from the dropdown.
• Click 'Integration' on top and 'QBO Integration Dashboard' on the left.
• Click the 'Invoice' tab

Invoice Number - A unique identifier assigned to each invoice for tracking and reference purposes. 

Billed To - The name of the client or customer being charged in the invoice. 

Project Name - The title or identifier of the project associated with the invoice.

Invoice Status - The current state of the invoice

Total Amount - The full amount payable, including all charges, taxes, and applicable fees.

Due Date - The date by which the payment is expected to be completed. 

Is Paid - Indicates whether the invoice has been paid. 

Created by - The name or identifier of the person or system that generated the invoice. 

Status - Shows the current state of the payment process

• Payment Pending - Indicates that the invoice is waiting for payment confirmation in QuickBooks. The record automatically updates to 'Synced' if the payment is processed in QBO.
• Synced – Indicates that the record has been successfully synchronized between the source and destination systems.
• Failed – Indicates that the synchronization attempt was unsuccessful due to an error.
• Needs Action – Indicates that user intervention is required to resolve issues (such as missing mappings or incomplete data) before synchronization can proceed.

Note: After the status is updated to Synced, you must manually mark the invoice as "Paid" within the Linarc Progress Billing module. See Generate and Submit Invoice for Payment for more details

Synced - Displays the date and time when the entry was last successfully synchronized. If synchronization has not occurred, it displays 'Not Synced'. 

Actions-  Click the following icons to perform the respective actions.

• Change History– View a log of changes and synchronization activity for the selected record.
• Manual Mapping– Manually map or update the relationship between source and destination records when automatic mapping requires correction.
• Json Script- View the raw JSON data payload for the selected record. This is primarily used for advanced troubleshooting to verify the exact data being transferred between systems.

Import and Sync Data from Linarc

When there is a new entry created in Linarc you have to import that data into the staging platform before syncing it to the destination to maintain a consistent record. 

• Click the 'Import' dropdown at the top-right to pull data from your source system
• Click 'Import New Items from Source'. This Pulls  newly created invoices of synced projects or records of  newly synced projects from Linarc system and syncs the entry with 'Invoices' in QBO

• Review the imported records in the list view to see the status. If the it is 'Needs Sync' or 'Failed':

  • Click the S.No of the record to select and push it to QBO. Use the 'Ctrl' 'Shift; or 'Cmd' keys on your keyboard to select multiple records at once. Or click the  button to select all the entries.
  • Click the 'Sync to QBO' button.

Alternatively,

• Click the 'Failed' status button to perform sync for a single entry separately

Once the payment is  recorded and successfully processed in QBO, the system automatically detects the update and changes the record status to ‘Synced’. At the same time, the ‘Is Paid’ column is updated to ‘True’, confirming that the invoice has been fully settled. Manually mark the invoice as "Paid" within the Linarc Progress Billing module. See Generate and Submit Invoice for Payment for more details