Accounting Integrations

Overview

BlueClerk integrates with QuickBooks, Xero, and FreshBooks to keep your books in sync automatically. Connect your accounting software once, then invoices, customers, and items sync automatically - no double entry required.

Supported Integrations

• QuickBooks Online
• Xero
• FreshBooks

Connecting Your Accounting Software

Initial Setup

1. Go to Settings > Integrations
2. Choose your provider (QuickBooks, Xero, or FreshBooks)
3. Click "Connect"
4. Authorize BlueClerk in the provider's login screen
5. Complete the connection

What Syncs

After connecting, BlueClerk can sync:

• Invoices: Push invoices from BlueClerk to your accounting software
• Customers: Import customers or sync new ones
• Items/Products: Sync your service and product catalog
• Income Accounts: Map items to proper accounts for reporting

Syncing Customers

Import Existing Customers

1. Go to Integrations > [Your Provider]
2. Click "Import Customers"
3. Load customers from your accounting software
4. Review and classify (BlueClerk suggests Business or Homeowner based on name and email)
5. Adjust types if needed using bulk or individual controls
6. Click "Import Selected"

Customers already in BlueClerk will be linked, not duplicated.

Auto-Sync New Customers

Enable customer sync to automatically push new BlueClerk customers to your accounting software:

1. Go to Integrations > [Your Provider] > Settings
2. Enable "Sync Customers"
3. Save settings

Mapping Income Accounts

Why Map Accounts

For accurate financial reporting, map each item (service/product) to the correct income account in your accounting software.

Bulk Mapping

1. Go to Integrations > [Your Provider] > Account Mapping
2. See all items and their current account assignments
3. Choose an account in the "Bulk Assign" dropdown
4. Click "Apply to Unmapped" to assign that account to all items without one
5. Click "Save Changes"

Individual Mapping

You can also map accounts when creating or editing items:

1. Open any item in edit mode
2. Select income account from the dropdown (appears when connected)
3. Save the item

Or from the account mapping page:

1. Go to Account Mapping
2. Use the dropdown next to each item
3. Save changes

Syncing Invoices

Auto-Sync

If enabled, invoices sync automatically when you send them:

1. Go to Settings > Integrations > [Provider]
2. Enable "Sync Invoices"
3. Save settings

Now when you send an invoice from BlueClerk, it automatically pushes to your accounting software.

Manual Sync

You can also sync individual invoices on demand:

1. Open the invoice
2. Click "Sync to [Provider]" button in the header
3. Wait for confirmation

The badge will update to show "Synced to [Provider]" when complete.

Sync All

Force a full sync of all recent data:

1. Go to Integrations > [Your Provider]
2. Click "Sync Now"
3. Check what to sync (customers, invoices, items)
4. Click "Sync"

This runs a complete sync operation across all selected data types.

Sync Status

Check Sync Status

On each invoice, you'll see:

• Green badge: "Synced to [Provider]" - invoice has been pushed
• Sync button: "Sync to [Provider]" - invoice hasn't been synced yet

Sync History

View recent sync activity:

1. Go to Integrations > [Your Provider]
2. See "Recent Syncs" section
3. View status of each sync operation

Troubleshooting

Q: My customer isn't syncing A: Check that "Sync Customers" is enabled in integration settings. Also verify the customer has required fields (name, email) filled in.

Q: Invoice failed to sync A: Common causes: missing income account mapping, customer not synced yet, or items not in accounting system. Check error message for details.

Q: Can I disconnect and reconnect? A: Yes. Disconnecting won't delete data from your accounting software, but new items won't sync until you reconnect.

Q: What happens if I delete something in my accounting software? A: BlueClerk doesn't delete items. If you delete a synced customer or item in your accounting software, the next sync will recreate it.

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ACTION: NEW FILENAME: invoicing/invoice-sync-status.md CONTENT:

title: "Invoice Sync Status" category: "Invoicing" description: "Track whether invoices have synced to your accounting software"

Overview

When you have an accounting integration connected, each invoice shows its sync status. Know at a glance whether an invoice has been pushed to QuickBooks, Xero, or FreshBooks, or manually trigger a sync when needed.

Viewing Sync Status

On Invoice Detail Page

Open any non-draft invoice to see:

• Green "Synced" badge: Invoice has been pushed to your accounting software
• Gray "Sync" button: Invoice hasn't been synced yet

What "Synced" Means

A synced invoice has been:

• Successfully created in your accounting software
• Linked to the corresponding customer record
• Posted with all line items and amounts
• Trackable in both systems

Manual Syncing

Sync a Single Invoice

If auto-sync is disabled or you want to manually push an invoice:

1. Open the invoice
2. Click "Sync to [Provider]" button
3. Wait for confirmation
4. Badge updates to show "Synced"

Note: You can only sync non-draft invoices. Finalize the invoice first if it's in draft status.

Prerequisites for Syncing

Before an invoice can sync:

• Customer must exist or sync to accounting software
• All items must be mapped to income accounts
• Integration must be connected and authorized

Auto-Sync

Enabling Auto-Sync

To automatically sync invoices when sent:

1. Go to Settings > Integrations
2. Select your provider
3. Enable "Sync Invoices"
4. Save settings

Now invoices sync automatically when you send them to customers.

Troubleshooting

Q: Why won't my invoice sync? A: Check that: (1) customer exists in accounting software, (2) all items are mapped to income accounts, (3) integration is still connected.

Q: Can I sync draft invoices? A: No, only finalized invoices can sync. Change status from Draft to Pending or Sent first.

Q: What if sync fails? A: You'll see an error message with the reason. Common issues: missing account mapping, invalid customer, or expired integration token.

Q: Does sync work both ways? A: No, BlueClerk pushes invoices TO your accounting software. It doesn't pull invoices created there.