If invoices or payments don’t appear correctly in QuickBooks, the issue is usually related to syncing behavior, payment matching, or tax configuration. When a client pays an invoice in HoneyBook, the invoice, payment, and related details automatically sync to QuickBooks.
This article explains how the sync works, how to confirm it completed successfully, and how to troubleshoot common issues such as manual syncing, payment matching, and sales tax setup.
Before you start
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
📣 Note
HoneyBook currently supports one active sales tax rate per account when syncing with QuickBooks. All HoneyBook invoices will map to the single tax rate selected in your QuickBooks integration settings.
If your business charges different tax rates, for example, multiple states, provinces, or jurisdictions, HoneyBook won’t apply those automatically. In these cases, you’ll need to adjust or allocate the tax manually in QuickBooks after the invoice syncs.
This limitation can affect reporting if multiple tax codes are active in QuickBooks.
How invoice syncing works
Once your QuickBooks integration is connected:
Invoices sync after a payment is received
Each new payment updates the corresponding QuickBooks invoice
Services added or removed after payment will sync automatically
If the accounting period is closed in QuickBooks, updates won’t sync
Customer matching
When syncing:
If the client email already exists in QuickBooks, the payment is added to that customer
If not, a new customer profile is created
If customer information is missing in HoneyBook at the time of payment, it’ll remain blank in QuickBooks
How to confirm an invoice synced in HoneyBook
From the navigation menu, select Finance > Payments
Find the invoice in the “Paid” section, then look at the QuickBooks icon next to it:
A
green QuickBooks icon indicates the payment amount was successfully synced to QuickBooksA
gray QuickBooks icon indicates the payment hasn’t yet synced to QuickBooks. Select the icon to sync the amount.
Manually sync older invoices in HoneyBook
Invoices created before connecting QuickBooks don’t sync automatically. To manually sync:
From the navigation menu, select Finance > Payments
Find the invoice in the “Paid” section, then select the
gray QuickBooks iconImportant considerations:
The QuickBooks invoice date will default to the sync date. This may cause “no match” issues in bank transactions.
You may need to edit the invoice and deposit dates in QuickBooks to align with the original HoneyBook payment date
🔥 Stop
If payments were already recorded manually in QuickBooks, syncing them again may duplicate income.
Match payments in QuickBooks
After payments sync from HoneyBook to QuickBooks, they’ll appear in the bank account selected as your default QuickBooks account
Rule: If the payment synced from HoneyBook, match it in QuickBooks — don’t add it
Adding a transaction instead of matching it can create duplicate income in your QuickBooks reports
To prevent duplicate income, always match the transaction to the existing invoice and payment record in QuickBooks. Only add a new transaction if no matching payment exists.
For step-by-step instructions on matching bank transactions in QuickBooks Online, follow QuickBooks’ article on matching your bank and credit card transactions
If you don’t see a match in QuickBooks
If QuickBooks doesn’t suggest a match, review the following before adding a transaction:
Confirm the invoice was sent (not draft) in HoneyBook
Confirm the payment was synced (look for the
green QuickBooks icon in HoneyBook)If the payment was made outside HoneyBook, ensure the invoice was marked as paid in HoneyBook
If the invoice predates your QuickBooks integration, it may require manual entry
If no synced invoice exists, for example, pre-integration payments, you may need to manually record the transaction in QuickBooks.
Sales tax syncing between HoneyBook and QuickBooks
If you charge sales tax in HoneyBook, you must connect it in your QuickBooks dashboard there:
In HoneyBook from the navigation menu, either:
Select your company logo > Company settings. Then select Integrations, find “QuickBooks,” and select
QuickBooks integration settings (gear icon)Select Finance > QuickBooks
Under “Choose a QuickBooks tax rate to link your HoneyBook account,” select your tax rate from the dropdown
Return to HoneyBook and sync your accounts
Sales tax sync limitations
To prevent reporting issues, keep the following in mind:
HoneyBook supports only one active tax code
If multiple tax codes are active in QuickBooks, HoneyBook invoices will still map to the single selected code
Multi-state or multi-province tax requires manual adjustment in QuickBooks
Tax rate changes after syncing may not update invoices—especially in closed accounting periods
Refunds that include sales tax may require manual tax adjustments in QuickBooks
When to contact our Support team
If invoices or payments aren’t syncing correctly:
Confirm the invoice was paid (not draft)
Check for closed accounting periods
Verify your tax rate selection
Ensure you’re matching and not adding transactions
Confirm invoices weren’t recorded manually before syncing
If the issue continues, contact our Support team with:
Invoice number
Client name
Date of payment
Screenshot of the error message, if applicable
Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!