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.

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.

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 for the full Payment Mapping walkthrough.

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.

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.

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.

What’s Next

If a payment or invoice sync shows an error instead, see Troubleshooting Your QuickBooks Sync . For the initial connection steps, see Connecting QuickBooks to EasyBiz .