Connect the company that belongs to this business
QuickBooks Online uses OAuth authorisation through the business’s Intuit account. The platform administrator first configures the Intuit application credentials and callback URL. The business then connects its company and verifies the service-item and sales-tax-code IDs used for exports.
QuickBooks exports use ZAR and a summary service line based on the invoice’s net amount after discount. The invoice VAT rate must match the configured tax code. Compound sales-tax mappings are not supported. Sandbox verification and a representative invoice are essential parts of setup before production use.
Keep an export link instead of creating another invoice
The accounting handover records the remote invoice identifier against the local invoice and connected company. Repeating an export uses the saved mapping. QuickBooks requests also carry stable request identifiers so retries can be recognised by the provider.
If the accounting system returns a different total or currency, reconciliation shows an exception and blocks payment import for that invoice. Review tax settings and the remote record before proceeding. Provider configuration and account automation still matter, including any external rule that emails newly created invoices.
Review payments without double-counting receipts
Refresh an exported invoice to retrieve actual payment allocations from Xero or QuickBooks. The office can match an allocation to an existing local payment of the same amount, import it as a new payment or ignore it with a review note.
Before a review is accepted, the remote allocation is checked again. Importing more than the outstanding balance is rejected, and repeated acceptance does not create another local payment. Credit notes and balance adjustments are not treated as cash receipts. If an accepted allocation changes or disappears remotely, the review list flags it for manual investigation.
Know the boundary of each accounting workflow
Xero and QuickBooks support the payment-review workflow described here. Sage retains the existing outbound customer and invoice export path. Supplier invoices can be reviewed in WorkOrderPro and exported as CSV; native supplier-bill posting is not part of this integration.
This is not unrestricted bidirectional editing of every accounting record. Historical invoices need an established export mapping before payment retrieval. Confirm the relevant account, tax rules, supported currency and workflow in a demonstration using representative records. Live provider verification depends on your connected account.