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.

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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 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.

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Rows with errors will be skipped and logged.

Rows with valid invoice IDs and Zoey order numbers will be processed.

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.

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In the Zoey QuickBooks integration Import Invoices via Data Mapper must be set to Yes to activate the invoice import.

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.

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Edits made to the Invoice in QuickBooks will not be synced to Zoey.

Editing Paying, or Voiding the Invoice in Zoey will sync to QuickBooks Online based on the integration settings.

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.