QuickBooks + Invoxa Setup Guide
Prerequisites
Before you start, make sure you have: a QuickBooks Online account (Simple Start, Essentials, or Plus — any plan works), at least one client with open invoices in QuickBooks, and an Invoxa account (sign up at invoxaflow.com if you haven't already). The entire setup process takes under 5 minutes.
Connecting Your QuickBooks Account
Log into Invoxa, go to Settings → Integrations, and click "Connect QuickBooks." You'll be redirected to Intuit's secure OAuth page where you log in with your QuickBooks credentials and authorize Invoxa. We request read access to invoices, contacts, and settings, plus write access to record payments. Your credentials are never stored — we use industry-standard OAuth tokens that can be revoked at any time.
The Initial Sync
After connecting, Invoxa immediately syncs all your invoices. The first sync typically takes 1-3 minutes depending on how many invoices you have. You'll see a progress indicator on the dashboard. Once complete, every open, overdue, and recently-paid invoice from QuickBooks will appear in your Invoxa dashboard with all details intact — customer name, amounts, due dates, and payment status.
How Ongoing Sync Works
After the initial import, Invoxa syncs with QuickBooks automatically every 4 hours. New invoices are imported, payment status is updated, and any changes in QuickBooks (edited amounts, updated due dates, manual payments) are reflected in Invoxa. When Invoxa detects a payment — either through QuickBooks sync, ACH detection via Plaid, or Stripe — it records the payment back in QuickBooks automatically.
What Gets Synced
Invoxa imports: all invoice details (number, amount, balance, due date, customer), customer/contact information, payment records, and company settings. We sync invoices in all statuses: open, overdue, and paid. Paid invoices are kept for 30 days for analytics and then archived. We never modify your invoices in QuickBooks — we only read invoice data and write payment records.
Troubleshooting Common Issues
If your sync shows "disconnected," your QuickBooks token may have expired — simply reconnect from Settings. If invoices are missing, check that they're in "Open" or "Overdue" status in QuickBooks (draft invoices aren't synced). If payments aren't writing back, verify that the QuickBooks connection has write permissions enabled. For any other issues, contact support@invoxaflow.com and we'll help within 4 hours.
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