Once you've set up your QuickBooks integration with HoneyBook, any new incoming payments should automatically begin syncing to your selected QuickBooks account.
The sync begins by checking if the customer has made a prior payment based on their email address. If the email address exists in QuickBooks, a new payment is added to the invoice. If the email address doesn't exist, a new customer profile is created in QuickBooks. Learn more about what information syncs between HoneyBook and QuickBooks.
These syncs will happen as soon as a payment is made. Each time a new payment is made on a HoneyBook invoice, your QuickBooks invoice will update accordingly. This includes any invoices you've manually marked as paid. Any services added or removed after a payment has been received on the invoice will automatically and instantly be reflected in QuickBooks, as long as the invoice isn't in a closed accounting period.
You can confirm that invoices are properly syncing to your QuickBooks if you select Finance > Payments from the navigation menu. A green QuickBooks logo at the end of that payment's row indicates the payment in that invoice is synced.
đź“Ł Note
To avoid duplicating invoice information that you might've already entered, invoices created in HoneyBook prior to integrating with QuickBooks won't automatically sync to QuickBooks. These invoices must be synced manually. However, when manually syncing an invoice created in HoneyBook prior to integrating with QuickBooks, all payments previously made on the invoice will also sync, which might lead to over reporting income if prior payments were already classified in QuickBooks as sales.
Manually sync an invoice
Once you've integrated your HoneyBook and QuickBooks accounts, if there are any HoneyBook invoices you want to manually sync, you can find what invoices aren't synced to QuickBooks if you select Finance > Payments from the navigation menu. These will appear in the paid payments section with a gray QuickBooks icon, as the payment(s) in that invoice aren't synced. Select the gray QuickBooks icon to manually sync the payment.
đź“Ł Note
When you manually sync a payment, the date in the corresponding QuickBooks invoice will be the date the payment was synced, not the original payment nor the HoneyBook project date. This might lead to “no matches” in your QuickBooks bank transactions if for instance, the money in the bank was deposited last month but the invoice that’s manually synced over is dated as of today.
In order to create a “match,” edit the QuickBooks invoice date to match the HoneyBook invoice date, then edit the QuickBooks deposit date to match the payment date in HoneyBook. Return to Bank transactions in Quickbooks and match accordingly. Learn more about how to match HoneyBook invoice payments in QuickBooks.
When manually syncing an invoice created in HoneyBook prior to integrating with QuickBooks, all payments previously made on the invoice will also sync, which might lead to over reporting income if prior payments were already classified in QuickBooks as sales.
Troubleshooting
"Account period closed" error
If you're receiving an "Account period closed" error when trying to sync a payment, chances are that you're trying to sync a payment or invoice with a date for a year that's already locked in your Quickbooks account.
To resolve, reopen the closed period from your Quickbooks account, then resync the payment from your HoneyBook account. Adding or removing services to an invoice that belongs to a closed period won't sync over to QuickBooks. We recommend reopening the period before you add or remove any services in HoneyBook.
General sync errors
If you're having any other problems getting your sync to work, contact Support by clicking the Question Mark icon on any HoneyBook page and chatting in "Talk to a person." Please let Support know exactly what payment needs to be resynced, especially if the problem is with an individual payment.
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!