The “Send Invoice DocNumber” setting controls whether farmerswife sends the invoice document number to QuickBooks Online when an invoice is created.This setting is especially important when using custom transaction numbers in QuickBooks. 

When Custom Transaction Numbers is ON, QuickBooks expects the invoice number to be provided by the user or by an external system, this case, farmerswife. 

When Custom Transaction Numbers is OFF, QuickBooks automatically generates the invoice number.

Any mismatches will trigger a validation message upon clicking "Send To QuickBooks."

You may freely change the description of an invoice line, only the Ref / SKU is used for matching, so the description can read whatever you need it to.

You can Export the Services from farmerswife Object Manager and use the Batch action in QuickBooks

Payment Terms: farmerswife will automatically pick a matching QuickBooks payment term based on the farmerswife payment term (e.g. “30 Days Net” in farmerswife maps to “Net 30” in QuickBooks). If no match is found, Due on receipt is used.

1. In Invoice Creator/Manager select one or multiple invoices. 
2. Editing the description of the items, the REF number used for mapping will not change.
3. Right click or click menu.
4. Choose "Send to QuickBooks" for selected invoices to transfer the invoices to QuickBooks.

Next, farmerswife:

1. Validates that "QuickBooks Id" and "QuickBooks Number" custom fields exist before exporting
2. Prompts for OAuth2 authorization if needed,
3. Then posts each invoice to QuickBooks and writes back the returned identifiers.
4. Updates the transferred status of the invoices 
5. A new Invoice custom field “QuickBooks Number” is Auto-filled when creating the QBO invoice, but can be used to link existing invoices.

Invoice Edit Window: When an invoice already has a QuickBooks Id, the editor shows a QuickBooks button that launches the corresponding invoice in QuickBooks Online, using sandbox or production URLs as configured.

2. Display and filter transferred Invoices

In Invoice Manager, Search results > click the Menu icon > Edit View to add the "Transferred" column

3. Orientative Data Mapping

Data in farmerswife QBO /invoice API Location

Clients and Items mapping: If a Customer or Item referenced in the invoice does not exist in

QBO by matching the name, farmerswife will validate this and show a validation message to the user after clicking “Send To Quickbooks”

Invoice > Number DocNumber

Invoice > Date TxnDate

Client > Company CustomerRef.value (Name matching)

Invoice > Currency CurrencyRef.value

Invoice Line > Description Line[].Description (Name matching)

Line > Qty Line[].SalesItemLineDetail.Qty

Line > Unit Price Line[].SalesItemLineDetail.UnitPrice

Line > Net Line[].Amount

Tax > Amount TxnTaxDetail.TotalTax

Service > Code Line[].SalesItemLineDetail.ItemRef.value

Payment status updates (Development)

QuickBooks notifies farmerswife when an invoice is paid. farmerswife receives those notifications, identifies the corresponding invoice using the QuickBooks Id custom field, and marks it as Paid automatically.

You don't need to do anything for this to work, beyond providing the Webhook Verifier Token in Step 1.

Custom Fields synchronisation (Development)

QuickBooks Online lets you add up to 3 custom fields to your invoice template. farmerswife can now read those fields from your QuickBooks company and let you map each of them to a farmerswife invoice custom field, so the value is sent automatically every time you send the invoice.

This feature is currently in development and being prepared for release.

How to set it up

1. Open Toolbox › Settings › Server Setup › Financial › QuickBooks Online.
2. Scroll down to the Custom Field Mappings section.
3. Click Get QuickBooks Custom Fields.
   • farmerswife will read your QuickBooks Online preferences and list the custom fields that are enabled on your invoice form, using the labels you have defined in QuickBooks.
4. For each QuickBooks custom field, pick the farmerswife invoice custom field whose value you want to send. Leave it blank if you don't want anything sent for that field.
5. Click OK to save.

From now on, every invoice you send will include the values from the mapped fields.

Where are the QuickBooks custom fields defined? In QuickBooks Online, go to Settings › Custom Fields (or Custom Form Styles › Content › Activity Table). Up to 3 custom fields can be enabled on the invoice form. Only enabled fields appear in the farmerswife mapping list.

Troubleshooting

Frequently asked questions

Can I edit a QuickBooks invoice in farmerswife after it has been sent? You can keep editing the farmerswife invoice for your own records, but those changes do not automatically update the QuickBooks invoice. To re-send an updated invoice, clear the QuickBooks Id custom field on the farmerswife invoice and send again.

What happens if I change the description of an invoice line? The description in QuickBooks will reflect what you type in farmerswife. Item matching is done by Ref / SKU, so the description does not affect which QuickBooks product is selected.

Does the integration sync customers from QuickBooks back to farmerswife? No. Customer information stays in QuickBooks. farmerswife only needs the customer name to match for the integration to work.

Can I send the same invoice twice? Not while the QuickBooks Id field is filled in, the system will offer Open in QuickBooks instead. To re-send, clear the QuickBooks Id custom field on the farmerswife invoice.

How are paid invoices kept in sync? QuickBooks notifies farmerswife as soon as a payment is recorded. The matching invoice is then marked as Paid in farmerswife automatically.