When you connect splose with QuickBooks Online (QBO), key data flows between the two platforms to keep your billing, payments and records up to date- without double-handling.
Here’s a quick overview of what data syncs, how it syncs, and what to expect when using the integration. From invoices and payments to credits and services, we’ve broken it down by data type so you can see exactly how things move and what needs your attention.
✨ Keep scrolling for more detail on client matching, invoice rules, and syncing payments and credits correctly.
What’s in this article
Quick reference table: What data syncs and how
Best practice tips to ensure seamless syncing
How syncing works for:
Clients
Invoices
Payments
Credit notes and credits
Products and services
What doesn’t sync (and what to do instead)
Tips to avoid common syncing issues and frequently asked questions
Special notes on classes, tax rates and custom line items in invoices
What syncs between splose and QuickBooks?
Here’s a quick breakdown of what syncs - and how:
Data type | Sync direction | Notes |
Invoices | One-way (splose → QBO) | Updates and deletions sync across. |
Clients | One-way (splose → QBO) | Client info is synced when an invoice is sent to QBO. |
Payments | Two-way (splose ↔ QBO) | splose sends payments to QBO. QBO sends payments attached to invoices back. |
Credit Notes | One-way (splose → QBO) | Credit notes added to invoices sync across. |
Credits | One-way (splose → QBO) | Only credits created after 15 Feb 2023 sync. All credits created before this date are considered legacy credits, which do not sync |
Tax Rates | Mapped | Tax rates in splose need to be mapped to a QBO tax rate during set-up. |
Services | Mapped | Must match QBO services. Unmatched services will sync to the default services account selected in Integrations settings. |
Products | One-way (splose → QBO) | Synced to the default QBO product or selected class for products on the integrations page. |
'Send invoice to' contact | One-way (splose → QBO) | Synced to the invoice’s ‘Message on invoice’ field in QBO if ‘Display contact on QuickBooks invoice’ is switched on in the integrations page. |
Client’s extra invoice details | Not supported at this stage | Due to ‘Message on invoice’ field being used for the ‘Send invoice to' contact. We highly recommend sending your invoices from splose to ensure this is included in invoices. |
Provider Number | Not supported at this stage | Due to QuickBooks not having a field for this. We highly recommend sending your invoices from splose to ensure this is included in invoices. |
Best practice tips for syncing between splose and QuickBooks
Start client records in splose
splose leads the client sync process, pushing client data to QuickBooks. Creating clients in splose first avoids double-handling (when the names don't match) and ensures smooth syncing.
Use full, unique names for clients
splose matches using first, middle and last names- so keeping names distinct ensures seamless linking in QuickBooks, with no manual cleanup required.
Disable QuickBooks credit automation before connecting
Turn off “Automatically apply credits” in QuickBooks to stay in full control of how credits and credit notes are applied. This lets splose handle credit syncing with clarity and accuracy.
Match services and products before syncing invoices
splose gives you control over how services and products are mapped. Matching them in your integration settings avoids unwanted defaults and keeps your financial data clean.
Apply credits and credit notes in splose
To maintain a single source of truth, apply all credits within splose. This ensures your credits are tracked properly and reflected in both systems without conflict.
Send invoices from splose for consistent formatting
While splose syncs key invoice details to QuickBooks, sending invoices from splose ensures all your custom fields, contact details and formatting appear exactly as intended. This allows you to keep an accurate log of invoice activity within your team members as well.
Use one default product in QuickBooks
splose simplifies product syncing by sending total amounts only. Grouping your products under one default item in QuickBooks makes reconciliation fast and reporting clear.
Create a single default 'catch all' product in QuickBooks for syncing and reporting
Since splose doesn’t sync product names or SKUs, group all product revenue under one item (e.g. “splose Product Sale”) to simplify reconciliation.
How client data is synced
How client matching works when syncing invoices to QuickBooks:
When an invoice is synced from splose to QuickBooks, splose first checks whether the client has already been linked to a customer in QuickBooks:
splose matches by first, middle and last name, not display names (on QuickBooks).
If the client hasn’t been synced before, splose searches QuickBooks for a customer with the same first , middle and last name.
If a single match is found, splose links the client and continues syncing the invoice.
If no match is found, a new customer is automatically created in QuickBooks.
To avoid sync issues, ensure client names are unique in both splose and QuickBooks. If any error occurs during the syncing, you will receive one of the error messages listed here.
Duplicate names:
After your one-off customer matching, you will need to ensure you're creating customers first in splose due to QuickBooks not allowing clients with the same name.If you find duplicates in QuickBooks, you will need to manage them manually in QBO.
How invoice data is synced
This is what your invoice looks like on splose once you've emailed it or marked it as sent:
Here is what that same invoice looks like on QuickBooks once it's been synced over:
Invoices in splose can be synced to QuickBooks in three ways:
Sync historical invoices from the Integration Settings page by clicking Sync now
Sync individual invoices from the Invoice view (Click Sync to QuickBooks while viewing the invoice)
Automatically synced when an invoice is no longer in Draft (Clicking Mark as sent or sending the invoice as an email automatically changes the status from Draft to Awaiting payment)
Some things to note about syncing invoices:
Pricing per unit vs per hour:
QuickBooks doesn’t support pricing by unit/hour at the service level. But don’t worry- splose sends the total line item amount, so it won’t affect the sync.Custom line items:
Custom invoice items in splose invoices sync to QuickBooks using your default service account.Discounts:
Discounts applied to invoice items will appear in QuickBooks as a separate line directly underneath the relevant item.Deleting or reverting invoices in splose:
If you delete or revert an invoice to draft in splose, the corresponding invoice in QuickBooks is voided. A record of the voided invoice is retained in QBO.Invoice timezone syncing:
Dates for invoice issue, due, and payments sync using your location’s timezone settings in splose.Tax rate syncing:
Tax rates are mapped from Settings → Tax rates page. The tax rate from the splose invoice is synced to its mapped QBO tax rate.Custom line items:
If you have custom line items in your splose invoice, once synced to QuickBooks, it will leave the 'Class' field blank, where you would usually see a practitioner or the product's assigned class. This also leaves the product/service column in QBO as blank.
How payments are synced
Adding payments: QBO allows multiple partial payments per invoice.
Here's how payments sync:
If you add a payment to an invoice in splose, the corresponding payment on the invoice is applied in QuickBooks
If a payment is added to an invoice in QuickBooks, the corresponding payment on the invoice is applied in splose
Voiding payments:
If a payment is voided in splose, it’s also voided in QuickBooks.
If a payment is voided in QuickBooks, splose will void the linked payment too.
'Clearing' a payment on QuickBooks will not void the payment on splose, it will need to be voided in QBO to be voided on splose.
How credits and credit notes are synced
Syncing a credit and credit note:
Add a Credit or Credit Note onto an invoice in splose and it syncs to QuickBooks.
You can only apply one credit /credit note to an invoice at a time in splose. Click 'Apply' before applying the second credit type or using another existing credit.
Credits and credit notes QuickBooks do not sync back to splose, so any credits or credit notes payments applied to invoices or customers in QBO do not sync back. Make sure all credits & credit notes payments are made in splose.
Deleting a credit in splose:
Voids the payment it was created with in QuickBooks.
Deleting or archiving a credit note:
The credit note is deleted in QuickBooks.
Legacy credits on payments:
Credits created before 15 Feb 2023 won’t sync. If you apply a legacy credit to a payment, you’ll need to manually create a credit in QuickBooks dated the same as the legacy credit and apply it to the invoice as a payment to reconcile.
Disable QuickBooks credit automation:
Before setting up the integration, we recommend turning off QBO’s credit automation by going to QuickBooks → Settings → Accountant Settings → Advanced → Automation → Turn off “Automatically apply credits”.
This is to ensure that it doesn't automatically apply unapplied balances to invoices when you're reconciling payments in QuickBooks, so you can manage credits and credit notes in splose.
How products are synced
When a product is added to an invoice in splose, here’s what happens during syncing:
The product line item amount (price only) is sent to QuickBooks:
The product’s name, item code, or description will not be included.
All product lines are recorded in QuickBooks under a single product item, which we recommend creating (e.g. splose Product Sale). If you have selected 'One to each row in transaction', it will show the product's class within the line item.
These product sales are tracked against the products account you select during setup in Settings → Integrations → QuickBooks. This must be one of your existing QBO accounts.
If no class is applied, products are grouped by default into this account without additional breakdown.
Example:
You sell 10 different products in splose → all 10 will sync to QBO under the same product name and account you’ve designated, with only the amount visible.
This method helps you reconcile sales in QuickBooks without needing to manage every product individually- though it doesn't support inventory tracking or stock movement.
FAQs
How does splose match clients with customers in QuickBooks?
How does splose match clients with customers in QuickBooks?
splose checks for a customer in QuickBooks with the exact first, middle, and last name as the splose client. If no match is found, a new customer is created. It does not match based on display name.
How do I fix the "multiple patients with this name" error?
How do I fix the "multiple patients with this name" error?
Make sure every client in splose has a unique full name. QuickBooks doesn't support duplicate names, and splose cannot sync invoices when multiple patients share the same name.
Why aren’t my credits syncing from QuickBooks back to splose?
Why aren’t my credits syncing from QuickBooks back to splose?
The sync is one-way for credits (splose → QBO). Credits or credit notes added in QuickBooks do not sync back. Apply all credits and credit notes in splose to maintain consistency.
What happens if I delete or void an invoice in splose?
What happens if I delete or void an invoice in splose?
If you delete or revert an invoice in splose, it will automatically void the linked invoice in QuickBooks. The voided record is retained in QuickBooks for audit purposes.
Can I apply multiple credits or credit notes to an invoice in splose?
Can I apply multiple credits or credit notes to an invoice in splose?
Yes, but only one at a time. Apply the first credit or credit note, then click Apply before adding the next. This ensures each is recorded correctly.
Why are product names or codes missing in QuickBooks?
Why are product names or codes missing in QuickBooks?
splose only sends product amounts, not names or codes. All products sync to a single product line in QuickBooks (set during setup), which helps streamline revenue reporting but doesn’t support stock tracking.
Troubleshooting
Here are some common errors on splose for the QuickBooks integration and how to fix them:
Error message | What to do |
“QuickBooks Integration Setup incomplete” | Complete setup in Settings → Integrations → QuickBooks |
“Tax rate used has not been synced to QuickBooks. Go to Tax Rate settings.” | Sync the relevant tax rate from Settings → Tax Rates |
“Complete matching services” | Match your splose services to your QBO services by going to Settings → Integrations → QuickBooks |
“There are multiple patients with this name in splose. For this invoice to sync to Quickbooks, there can only be 1 patient with this name in splose.” | There’s more than one patient with the same name in splose. To sync the invoice to QuickBooks, each patient must have a unique name. Please update the names in splose to continue. |
”There are multiple customers with this name in Quickbooks. For this invoice to sync, please handle the duplicate customers in Quickbooks first.” | There’s more than one customer with the same name in QuickBooks. To sync the invoice from splose, customer names must be unique in QuickBooks. Please update the names in QBO to continue. |
"The name supplied already exists; null" | This error appears when you're using the Display Name field in QuickBooks without filling in the separate First, Middle and Last name fields on QuickBooks.
To fix this and sync your invoice:
|
"Products have not been set up in your Quickbooks integration settings" | This error means your invoice or credit note includes product-type line items, you'll need to assign a default product in the QuickBooks integration settings in splose. Once that’s set, the error will clear and you’ll be able to sync the invoice successfully. |
Ready to streamline your workflow?
Once everything’s connected, syncing between splose and QuickBooks becomes second nature. From invoices and payments to credits and client records, you’ll have a clear, consistent view of your finances- without the manual work.
Head to Settings → Integrations → QuickBooks in your splose workspace to finish setup.
Need help? Check out our QuickBooks setup guide or reach out to our support team anytime.