QuickBooks¶
What the QuickBooks connection does, how to read its status, and how to get it connected.
Lupa uses your QuickBooks company for online payments. When you request a pay link, Lupa creates the invoice in QuickBooks and gives you QuickBooks' payment page for it. When the customer pays, QuickBooks tells Lupa and the invoice is marked paid. See Online payments.
Connect or reconnect QuickBooks¶
You cannot connect QuickBooks from Lupa Dash yourself. To connect your QuickBooks company, or to reconnect it, contact Lupa. See Getting help from Lupa.
Read the connection status¶
A QuickBooks strip below the filters in Billing shows the connection's status.
| Badge | What else it shows | What it means |
|---|---|---|
| Connected | Connected since the date it was first connected, Last synced and Reconnect by a month and year | The connection was working when it was made. |
| Attention needed | Connection needs attention — ask an administrator to reconnect QuickBooks. | The connection failed its check when it was made. Contact Lupa to reconnect. |
| Not connected | Ask an administrator to connect QuickBooks to enable online payments. | There is no connection. Contact Lupa to connect. |
Last synced is the last time Lupa checked QuickBooks for payments, or the time the connection was made if no check has run since. Lupa checks every hour while connected.
Reconnect by is five years after the connection was first made. It is a reminder, not a deadline read from QuickBooks.
If QuickBooks seems to have stopped working. Signs are Request online payment or Check status ending in an error, or Last synced no longer moving forward. Contact Lupa if you see these.
QuickBooks limits
- Customers pay in full. Lupa has no part-paid balance. Any payment marks the invoice paid. If the amount differs from the invoice, the invoice is flagged for you to review.
- One payment, one invoice. Ask customers to pay each invoice through its own link.
- Only invoices with a pay link go to QuickBooks. Lupa sends an invoice to QuickBooks when you request its pay link, and at no other time. Invoices without a pay link, and payments you record for them, stay in Lupa only.
- Customers are matched by name. Lupa looks for a QuickBooks customer whose display name is exactly the Lupa account name. If none matches exactly, Lupa creates a new QuickBooks customer with that name. Keep account names in Lupa identical to customer display names in QuickBooks.
What Lupa changes in QuickBooks¶
For an invoice that has a pay link, these actions in Billing in Lupa Dash update QuickBooks as well:
- Mark Paid records the payment against the invoice in QuickBooks.
- Void voids the invoice in QuickBooks.
If QuickBooks is disconnected, Lupa refuses both actions on an invoice with a pay link rather than leave the link payable.
For an invoice with a pay link, use Mark Paid and Void in Lupa Dash while the invoice is sent. For an overdue invoice with a pay link, see Recording a payment and Voiding an invoice.