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 you want to track them along with the related Zoey 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.

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First, the QuickBooks Invoice's internal ID is imported, and then the QuickBooks Online Invoice gets imported to create the Zoey Invoice.

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 includes both fields listed above. Create a Data Mapper connection that can receive import files, such as Dropbox, FTP, SFTP, or SSH.

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 test run 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 checks for QuickBooks Online invoices on a 10-minute schedule. 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.