If your QuickBooks invoices, deposits, or reports don’t match what you see in HoneyBook, the difference usually comes from how payments, fees, refunds, or service mappings sync between the two systems. When a client pays an invoice in HoneyBook, the invoice details, payment information, and related accounting data automatically sync to QuickBooks.

This article explains what information transfers during that sync, how invoices and payments appear in QuickBooks, and what to check when totals or reports don’t look correct.

Before you start

You’ll need a HoneyBook Essentials or Premium plan, and QuickBooks Online Simple Start, Essentials, Plus, or Advanced plan
HoneyBook only integrates with QuickBooks Online, not Self-Employed or Desktop
The sync runs one way, from HoneyBook to QuickBooks, after a client makes a payment
If information is missing in HoneyBook at the time of payment, it won’t transfer later

What syncs from HoneyBook to QuickBooks

When a client submits a payment, HoneyBook sends the following to QuickBooks:

Customer information	Invoice and payment details
First and last name Email address Phone number Address Display name (name and email) After a customer is created in QuickBooks, HoneyBook can’t update their details. Changes must be made manually in QuickBooks.	Line items and prices Taxes, based on your default tax rate Discounts Subtotals and totals Transaction fees Gratuity or tips Refunds If you add or remove services after a payment is made, those changes will automatically update in QuickBooks.

How sync timing works

Only invoices and payments after your connection date sync automatically
Payments made before connecting don’t auto-sync and must be entered manually, if needed
All synced payments use the invoice date as the transaction date, which can affect bank matching

QuickBooks Canada users

For QuickBooks Canada accounts:

Items without tax default to your zero-rated tax rate set in HoneyBook
Items with tax default to your active HoneyBook tax rate
Provincial tax differences must be adjusted manually in QuickBooks after syncing

How invoices look in QuickBooks

When you view invoices in QuickBooks that were synced from HoneyBook, you’ll see:

The services listed on the HoneyBook invoice
Payment status and payment count if multiple payments were made
Linked payments and refunds tied to the invoice

If your invoice from HoneyBook includes a payment schedule, QuickBooks shows the number of payments received so far, with links to each payment.

Service mapping and reporting

Each HoneyBook invoice line item must map to a QuickBooks product or service that’s linked to an income account. If services aren’t mapped correctly:

Invoice line items may default to services in QuickBooks
Revenue may report to the wrong category on your profit and loss report

To fix this:

In QuickBooks, change the account for a product or service to select the correct income account
Make sure you select Also update this account in historical transactions so past invoices update correctly

Why deposits may not match invoice totals

It’s normal for bank deposits to differ from invoice totals. HoneyBook processing fees appear in QuickBooks as separate line items.

The invoice shows the full client payment
The bank deposit reflects the net amount after fees
Fees reduce the deposit total but don’t change the invoice amount

Multiple and manual payments

Multiple scheduled payments	Each payment appears separately in QuickBooks Match each payment in your bank feed
Paid outside HoneyBook	Mark the invoice as paid in HoneyBook The payment syncs to QuickBooks Match — don’t add Adding creates duplicate income
Multiple clients on one invoice	All payments appear under the first client who paid Totals remain correct You can edit the customer name in QuickBooks if needed
Prevent duplicate income	Duplicate income happens when you: Add instead of match Manually record a synced invoice Enter a payment manually, then sync it again Rule: If it synced, match it. Don’t add it.

Refunds and tax behavior

Refunds issued in HoneyBook create a refund receipt in QuickBooks linked to the original invoice and payment
Refunds post to the “Refunds Given” account set in your QuickBooks dashboard