Documentation – InvoiceSync

Documentation

If there is anything missing from the documentation or you have a general question, please ask in the Facebook Group, which is available to all InvoiceSync users.

Getting Started

1. Select Source and Destination

When you first log in and go to the Settings page, you’ll be asked to select the following:

Source: Infusionsoft is currently the only option

Destination: Select Xero or QuickBooks Online

Click Save Changes

Note: Once you’ve selected your destination, this page will not appear again and the regular Setting page will be displayed instead. Until you’ve authorised Infusionsoft and either Xero or QuickBooks Online, the page will look like this:

2. Connecting to Your Infusionsoft App

Go to the Settings -> Source (Infusionsoft) Settings menu option.

Then click on the “Click here to authorise Infusionsoft” link.

If you’re not already signed into Infusionsoft, the standard Infusionsoft login screen will appear – you’ll need to enter your Infusionsoft ID and password.

You’ll then see an authorisation screen where you’ll be asked to select your Infusionsoft app and grant authorisation for InvoiceSync to connect.

(right now, you’ll need to close the authorisation tab when complete and then refresh the Settings screen that you go back to).

You can watch a video on connecting Infusionsoft by clicking here.

Once you’ve refreshed the Settings screen, you must confirm the currency that your Infusionsoft application is using, and select the appropriate option for Tax Handling and Finance Charges, then click the Save Changes button.

3a. Connecting to Xero

Setting Up Xero

Click on destination settings, then change the url in the browser bar to https://invoicesync.net/settings/?tab=dest&auth=2 and hit enter. This will open a pop-up window that will prompt you to log into your Xero account. You will need to choose the company you want to link to (in most cases, this will only be one company), then authorise InvoiceSync to connect to Xero.

Setting Up InvoiceSync

Back in InvoiceSync, Go to the Settings -> Destination Settings menu option.

Select the default Account Code that you’ll want all invoice line items to be recorded against. In most cases, this will be 200.

Optionally, you can specify different account codes for discounts, finance charges and shipping charges. If you leave them blank, those line items will also be recorded against your default Account Code.

Next, select the tax code to use when applying sales tax to taxable invoices. This is taken directly from your Xero application.

Then, select the tax code to use that signifies zero sales tax, which is applied to line items that do not incur sales tax. Again, this is taken directly from your Xero application.

Finally, select the status that all new invoices will be created with – either Draft, Submitted or Authorised. Beware – if you select Authorised, it will not be possible to amend or delete the invoices that InvoiceSync creates, you will only be able to void them.

We highly recommend you set the status to DRAFT to start with and then create at least one, possibly more, test invoices in Infusionsoft and sync these over manually. This is covered in more detail under 5. What Happens Next?

Finally, click Save Changes.

3b. Connecting to QuickBooks Online

This is very straightforward.

Go to the Settings -> Destination Settings menu option (or on the Dashboard, click on Configure next to QuickBooks).

 

Then click on the “Click here to authorise QuickBooks” link.

If you’re not already signed into QBO, the standard QBO login screen will appear – you’ll need to enter your QBO ID and password.

You’ll then see an authorisation screen showing your QuickBooks organisation name and InvoiceSync. If it’s the correct organisation name, scroll down to the bottom and click the green Connect button.

You should get a message saying Quickbook Authorisation and below that, Success.

(right now, you’ll need to close the authorisation tab when complete).

You can watch a video on connecting QBO by clicking here.

Once that’s done, you need to select the appropriate Taxable Product and Non-Taxable options, then click the Save Changes button.

If you would like to match the Infusionsoft SKU code to the QBO Product ItemRef, please send an email to support@invoicesync.net asking for this to be switched on

4. Setting Up Synchronisation (First-Time Settings)

Go to the Settings -> Sync Settings menu option.

If you’ve not configured this already, you’ll see the First-Time Settings screen.

  1. Select whether to synchronise just invoices or payments as well and if the latter, whether to synchronise invoices as they are raised or only when payment is received.
  2. Select when you want synchronisation to start from. All invoices newer than the selected invoice or date will then be synchronised automatically – so you can synchronise historical data if you want. You can choose to go right back to the first ever invoice, or select an invoice ID, or invoice date.
  3. Select the number of days that will be added onto the invoice date when creating a Due Date for the invoice.
  4. Select whether to receive a daily email or only receive an email for issues, exceptions or skips. We would recommend the latter.

You must click the Save Changes button at this point before you can enable synchronisation.

At this point, it is HIGHLY recommended that you create at least one test invoice in Infusionsoft and sync it to Xero or QuickBooks Online BEFORE switching processing on. To do this, create the invoice in Infusionsoft, make a note of the invoice number (which is usually the same as the order number but can sometimes be different), then go to the InvoiceSync Dashboard, enter the number in the field at the bottom left and click on Sync ID.

Check that the invoice is appearing in your accounting system the way you would expect. Once you’re happy with the way the invoices appear in your accounting system, you can switch on processing. For Xero, you will want to change the invoice status to Authorized (unless you have a good reason not to) under Destination Settings, as you will otherwise need to manually mark invoices as approved in Xero. This does not apply to QBO.

Finally, switch on Processing and click the Save Changes button again. Synchronisation will then begin automatically.

5. What Happens Next?

Once everything is set up and Synchronisation Processing is turned ON, InvoiceSync will connect to your Infusionsoft account once an hour, download the new invoices, and replicate them into Xero or QuickBooks Online.

So every time a new invoice gets created in Infusionsoft, a matching invoice with the same line items, discounts, sales tax, etc., will be created in Xero/QBO within an hour.

You can check what’s happened recently by going to the Activity Log page in your account.

Invoice Dates

Invoice dates will be set as follows:

  • The invoice date will match the invoice date in Infusionsoft.
  • If the invoice was paid at the time of creation (e.g. an online order paid by credit card), the due date of the invoice will be set to the invoice date.
  • If the invoice contains a payment plan, the due date of the invoice will be set to the final date of the payment plan.
  • Otherwise, the due date of the invoice will be set to X days after the invoice date, according to the configuration you have chosen in InvoiceSync.

Xero Account Codes

Invoice line items will be set to use the default account code you specified in the settings, unless you have created products in Xero that match products that exist in Infusionsoft. The SKU code is used to match products, and where a matching product is found, the invoice line items will use the account code as specified in the Xero product. Please note that SKU matching is something that will need to be switched on by our team, so if you’d like to use this feature, please send an email to support@invoicesync.net asking for this to be switched on

Other Functionality

There are also a few options that are not user-configurable but that you can request by emailing support@invoicesync.net and stating which one(s) you would like.

They are as follows:

  1. Skip invoice if already synced
  2. Skip payment if it results in overpayment (e.g. for credits, refunds, etc.)
  3. Skip invoice if total amount due is zero

 

6. Advanced – Using Different Account Codes for Different Products in Xero

If you have more than one Sales Account code and want your Xero invoices to automatically use the correct account code for each item, InvoiceSync can do this. Simply match the product’s SKU code in Infusionsoft to the item code in Xero.

E.g. SKU code in Infusionsoft: TIL
Item code in Xero: TIL

Below are some examples:

             

 

Please note that more than one product in Infusionsoft can have the same SKU code. This will NOT use the Xero Item code or the item’s description, it will purely use that item’s account code, in our example 201 – The Implementation Lab for item code TIL.

The product description in Xero will be the Infusionsoft Product Name.

If you would like the Xero Item Code to be populated as well based on the Infusionsoft SKU code, please send an email to support@invoicesync.net asking us to switch this on for you.

7. Switching on ReverseSync – from Xero or QBO to Infusionsoft

If you would like to sync from your accounting system to Infusionsoft as well as the other way, please send an email to support@invoicesync.net, stating the email address you use to log into InvoiceSync with and the date you want ReverseSync to start from.