## When Does a QuickBooks Payment Flow Back?
The inbound sync runs automatically — there is nothing to trigger. When a payment is saved in QuickBooks, EasyBiz mirrors it back if **all three** of these are true:
1. The payment is applied against an **invoice that EasyBiz created** in QuickBooks. Payments on invoices you raised directly inside QuickBooks are ignored.
2. The payment **matches one of your Payment Mapping rows** — by its QuickBooks payment method, or by the deposit account it was recorded into — or your **Default inbound payment method** catches it.
3. The payment covers **one invoice**, for no more than that invoice's balance.
When it matches, EasyBiz records a payment on the linked order with a note showing which QuickBooks payment it came from. If the payment is later **deleted or voided in QuickBooks**, the mirrored EasyBiz payment is voided too.
Payments that EasyBiz itself pushed into QuickBooks are recognized and never mirrored back — you will not get duplicates from the normal outbound sync.
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## How a Payment Is Matched
EasyBiz decides the payment method for the mirrored payment in this order:
1. **QuickBooks Payment Method** — if the payment's method in QuickBooks is one you mapped in Payment Mapping, the mirrored payment uses the matching EasyBiz payment method.
2. **Deposit account** — otherwise, if the payment was deposited into a QuickBooks account you mapped, that row decides the EasyBiz payment method.
3. **Default inbound payment method** — otherwise, if you set this optional catch-all at the top of the Payment Mapping section, it is used.
4. **No match** — the payment is skipped. Nothing is recorded in EasyBiz.
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## Set It Up
1. Open ⚙️ Settings → **Integrations** → **QuickBooks Online** card → Settings → **Payment Mapping**.
2. Map each payment method your bookkeeper actually uses in QuickBooks — the mapping rows work in both directions, outbound and inbound.
3. Optionally choose a **Default inbound payment method** as the catch-all. Leave it empty if you prefer unmatched QuickBooks payments to be skipped rather than recorded under a generic method.
See [Setting Up Your QuickBooks Mappings](/docs/setting-up-your-quickbooks-mappings) for the full Payment Mapping walkthrough.
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## Check It Worked
1. Complete a test sale in EasyBiz and let the invoice sync to QuickBooks **unpaid**.
2. In QuickBooks, receive a payment against that invoice using a mapped payment method.
3. Open the order in EasyBiz — within a short while it shows a payment with a "Synced from QuickBooks payment" note, and the balance drops accordingly.
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## What the Inbound Sync Won't Do
These cases are deliberately left for you to handle manually, so your books never end up with a payment EasyBiz guessed at:
- **One payment across several invoices** — a single QuickBooks payment split over multiple invoices is not mirrored. Record it in EasyBiz manually if needed.
- **Overpayments** — a payment for more than the invoice balance is not mirrored.
- **Invoice edits** — changes to invoice contents made inside QuickBooks never flow back. EasyBiz stays the source of truth for what was sold; only payments flow back.
- **Unmatched payments** — with no mapping match and no default set, the payment is skipped silently.
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## FAQs
**Do I need to switch anything on?**
> No. Inbound payment sync runs whenever a QuickBooks payment matches your Payment Mapping. If you map nothing and set no default, nothing flows back.
**We double-record payments — once at the counter and once in QuickBooks. Will they duplicate?**
> Payments taken in EasyBiz sync outbound to QuickBooks and are never mirrored back. Just avoid recording the *same* payment a second time by hand in QuickBooks — apply payments there only for money that was never recorded in EasyBiz (for example, a bank transfer your bookkeeper reconciles in QuickBooks).
**Why did one payment come back but another didn't?**
> Check the three conditions: the invoice came from EasyBiz, the payment matched a mapping (or the default), and it covered exactly one invoice without overpaying. The most common miss is a payment method or deposit account you have not mapped yet.
**Can inbound payments create a new order or invoice in EasyBiz?**
> No. Inbound sync only records payments against orders that already exist in EasyBiz.
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## What's Next
If a payment or invoice sync shows an error instead, see [Troubleshooting Your QuickBooks Sync](/docs/troubleshooting-your-quickbooks-sync). For the initial connection steps, see [Connecting QuickBooks to EasyBiz](/docs/connecting-quickbooks-to-easybiz).