Importing Invoices from QuickBooks Online into Zoey

Zoey can import invoices from QuickBooks Online and link them to existing Zoey orders. This is useful when invoices are created in QuickBooks Online by another connected sales platform, and when the invoices need to be tracked in Zoey along with the order.

By importing the QuickBooks Online invoice into Zoey, you can keep invoice records synchronized between both systems, accept customer payments in Zoey, and track invoice details such as payment terms, due dates, and payment status.

1. Internal Invoice ID is saved to the Zoey Order through a Data Mapper.

Setting up the Invoice ID mapper import

Before you start, make sure the import file or connected source provides both fields listed above. Create a Data Mapper connection that can receive import files, such as Dropbox, or SFTP.

Set up the Invoice Import data mapper:

1. In the Zoey Admin, go to Integrations > Zoey Data Mappers > Add Data Mapper.
2. Enter a Name for the mapper, select the import Connection, and set the schedule you want Zoey to use.
3. Set Zoey Object to Invoices and Type to File Import.
4. Select the mapper template called QuickBooks Online Invoice Import.
5. Enter the File Name and File Import Folder where the mapper should find the import file.
6. Save the mapper and run it once to test the import.

This mapper records the QuickBooks Online invoice ID on the matching Zoey order. If the import fails, review the Data Mapper Audit Log for missing columns, file path issues, or order numbers that do not match an existing Zoey order.

2. The QuickBooks Online Invoice data gets downloaded to create the Zoey Invoice

After the internal invoice ID is recorded on the Zoey order, Zoey imports QuickBooks Online invoices on a 10-minute cycle. The first import attempt happens on the next scheduled run, so the Zoey Invoice can take up to 10 minutes to appear. If the invoice is not available yet or the import cannot be completed, Zoey checks again on later scheduled runs while the internal invoice ID remains on the order.

When the import succeeds, Zoey creates the Zoey Invoice and links it to sync with QuickBooks Online.

• Zoey will not import the same QuickBooks Online invoice more than once, unless it has been voided.
• Invoices imported from QuickBooks Online will not be synced back to QuickBooks Online to prevent round-trip duplicates.
• Payments tendered in Zoey will be synced to QuickBooks through the Payment Sync features described here.

Import QuickBooks Invoices from Fishbowl

Create a custom data export in Fishbowl using this query. Then configure the Invoice import mapper to process the file in compatible intervals to keep the wait time minimal.

Zoey Invoice Import Settings

Open the Zoey QuickBooks Integration to the bottom of the Order Settings section to find the settings to manage the Zoey Invoice Import from QuickBooks Online settings.

There will be a button to retry failed imports and the following options to map QuickBooks invoice line items to Zoey Invoice totals.

Import Tax from Invoice

To import taxes from a QuickBooks Invoice line item, list the item's name under Import Taxes From Line Item Name.

The QuickBooks Invoice item with that name will have its amount imported to the Tax Total on the Zoey Invoice.

Import Shipping Amounts or Surcharges

Shipping charges may be represented as line items on the QuickBooks Invoice. To import their amounts to the Zoey Invoice we must list the potential shipping line items in Invoice Import Shipment Line Item Names (one per line).

Shipping line item amounts will be summed together to equal the total shipping charge on the Zoey Invoice.

Zoey Invoice Shipping amount will be set from these QuickBooks Online item names if they are found on the QuickBooks Online invoice.

If multiple Shipping Line Items are found the Zoey Invoice Shipping amount will be the sum of all the Shipping Line Item amounts.

If no value is provided or the item is not found the Zoey invoice will use the default QuickBooks Online Invoice Shipping field.

Net Terms Mapping

In the Zoey QuickBooks Online integration go to the Net Terms section to map the Zoey Terms to your QuickBooks Term List.

When invoices are imported Zoey will assign the Net Term that's mapped to the term on your QuickBooks Invoice.

Mapping all the terms that could get listed on a QuickBooks Invoice will resolve, or prevent errors like the one shown below:

Unable to find Zoey Net Term mapped to QuickBooks Term `WEEK TO WEEK` (QuickBooks ID: 19), for QuickBooks Invoice 100000075 (QuickBooks ID: 272504) and Zoey Order 100000075. Zoey and QuickBooks Terms can be mapped from the Zoey QuickBooks Integration page.