With the RO App and QuickBooks integration, you can easily keep your invoices, products, services, and payments in sync between both systems. To start, make sure your RO App and QuickBooks accounts are connected. In this article, you’ll learn how information is transferred and kept up to date in both directions.
☝️ This guide assumes you already have an active QuickBooks account.
How invoices are transferred
Invoices and payments in them from RO App can be automatically and manually sent to Quickbooks.
When you create an invoice in RO App and set its status to one configured in the integration settings, it will automatically be sent to your QuickBooks account. You can also transfer the invoice manually in any status if it hasn’t been synced yet. To do that, click Actions > Sync invoice. It’s a one-time action.
The synchronization status along with the date of the latest update is displayed at the top of the invoice page next to the invoice number. Click on the QuickBooks icon to open the invoice in QuickBooks.
You can see all synced invoices on the Sales > Invoices page in QuickBooks.
The following information is transferred from RO App to QuickBooks invoices:
Client: first name, last name, email, phone number (the phone number is added to the customer profile but not shown on the invoice in the customer’s email field);
Invoice date:
Invoice due date;
Products & Services: name of the product or service, quantity, rate, amount, tax (if matched up correctly in the integration settings).
You can set up taxes on the Sales tax > Sales tax settings page. To add custom taxes, click on the arrow next to Add agency button and
If in RO App invoice the payer is the same as the client, the client’s address will be sent to the “Bill to” field in QuickBooks invoice. If the payer is a different contact, the “Bill to” information will have the client’s name and the payer’s address.
How products and services sync between systems
Products and services are searched by name as the name is the unique identifier.
If you already have all services and products created in Quickbooks, then we recommend exporting them and importing them into RO App.
Note that you import products and services from the My company > Products and My company > Services pages.
If you do not have products and services created in Quickbooks, they will automatically be created there when you transfer invoices from RO App. Only product's name and description is transferred from RO App to QuickBooks.
Important: The maximum length of the product/service name on Quickbooks should not exceed 100 characters. Quickbooks will not accept the request when transferring to an invoice with a product or service name that contains the following characters / or :
Invoice Numbering Settings
QuickBooks has a default numbering system, where each created or transferred invoice is numbered sequentially, starting with 1001.
Unfortunately, there are no settings to allow transferring documents from RO App to QuickBooks saving their numbering. However, you can adjust the settings in QuickBooks so that you can edit Invoice numbers yourself.
To allow adjusting Invoice number on each transferred document:
1. Go to Settings > Account and Settings.
2. Open Sales section.
3. Turn on Custom transaction numbers and click Done to save the setting below.
Now each new document, transferred from RO App to QuickBooks won’t have a number, but you will be able to change it to whatever number you need, including matching it to the invoice number in RO App.
To do that, just open the Invoice, edit the Invoice No. field and save the invoice.
How invoice updates work
Once an invoice is synchronized, subsequent changes to its data will also be synced automatically after the update is saved. The sync status and date will update accordingly.
Changes to the quantity and amount of added items are synced in both directions.
If you make and save changes to an invoice in QuickBooks, its status in RO App will automatically update based on your integration settings. The same applies when an invoice is voided — its status in RO App will change accordingly.
☝️ Ensure that the status transfer rules are configured correctly—so that they can transition between each other without restrictions.
The following updates are synced only when made in RO App:
Item name
Item list (added or removed items)
Client
Invoice date
Invoice due date
Please note that changes made to Contact/Payer profiles, Product/Service/Work profiles, or Legal Entity profiles will not be transferred automatically unless the updates are made directly within the invoice.
For example, if you change the client on the invoice, this update will sync successfully to QuickBooks. However, if you only change the client’s phone number in the client’s profile, this change will not be synced.
How payments are transferred
When you create a payment for a synchronized invoice in RO App, the system automatically adds a matching payment to the corresponding QuickBooks invoice as Undeposited Funds, keeping the same amount and date.
The same works in reverse — when a user creates a payment for a synchronized invoice in QuickBooks, the system automatically adds the corresponding payment in RO App. All such payments are credited to the account defined in the integration settings.
Make sure the payment covers the full invoice amount in a single transaction so it syncs correctly with RO App and triggers any related status changes. If the total amount is paid through multiple partial payments, the payment won’t be synced and the invoice status will remain unchanged.
Payment edits or deletions are not transferred between systems.