Integration Health: Customers
This section reviews the health of your customers in QuickBooks and explains how to create or link existing customers in QuickBooks (QBO) to Renterra.
Creating New QBO Customers from Renterra
Go to the customers page.
Click the pencil icon next to the Account Information section.
If the customer doesn't already exist in QBO, turn on the toggle for "Create New Customer in QuickBooks".
Click Submit to save.
Upon submission, a QBO Customer will be created using:
Name (Primary Contact)
Email Address (Primary Contact)
Phone Number (Primary Contact)
Company Name (uses Customer Name)
Billing Address
Notes
Tip: Turn on “Automatically create new customers in QBO” in Sync Settings to default this toggle for new Renterra customers and intake forms (Storefront customers are excluded).
Automatic Customer Linking
Renterra will try to automatically link existing customers to your QBO customers when possible based on:
Full Name
Email
Phone
This happens:
After you first complete the integration setup.
During the nightly automation sync if enabled.
When you run manual syncs for invoices and payments.
If no match is found, the customer will remain unlinked.
Once a customer is linked, you can go to the Customer's Account Information and click "View in QuickBooks" to view the linked customer in QBO.
Manually Linking to Existing QBO Customers
Go to the customers page > Account Information > pencil edit icon.
Turn off the toggle for "Create New Customer in QuickBooks".
In the 'Select Existing' dropdown, search for and select the QBO Customer you want linked.
Click Submit to save.
Identifying All Mapped/Unmapped Customers
In the Customers card on the Health page, you can click on # mapped customers or # unmapped customers. This brings you to the corresponding filtered view of the Customers table.
Additionally, the Customers table includes a “QBO Linked” column that indicates whether the customer is currently linked to a QBO Customer.
Integration Health: Invoice and Payment Syncs
This section reviews the health of your invoices and payments and outlines the requirements for proper syncing.
Invoice and Payment Sync Statuses
Synced = Successfully synced
Pending = Ready to sync
Blocked = Missing dependencies (cannot sync until fixing dependencies)
Errored = Sync attempted but failed (can retry)
Error messages are displayed with links to individual records
You can click on each piece of information on the Health cards to go to a filtered view associated with the counts.
E.g. clicking on the "60 synced Invoices" will open up the Invoices table filtered to the 60 invoices that have successfully synced to QBO.
Manually Sync All Payments and Invoices
To manually sync all payments and invoices, click the sync icon in the top right of the Invoices card:
Invoice Syncing Overview
Individual invoices appear in QuickBooks with full line item details
Customer records are maintained in both systems
Detailed transaction history for reconciliation
Invoice edits and voiding are recorded
Invoice Sync Requirements
In order to sync an invoices from Renterra to QBO:
Customer on Invoice must be linked to a QBO customer
All of the invoice's line items must be linked to QBO items
All ledger accounts associated with the invoice must be linked to QBO ledger accounts
Syncing Individual Invoices
If you want to sync an individual invoice (e.g. if automatic syncing is disabled or you want edits to reach QBO before the nightly sync), you can manually sync invoices in two ways:
Method 1: Invoice
Open the invoice.
Click on the ellipses (...) menu in the top right of the invoice.
Click on QuickBooks.
In the drawer that appears, make sure that all links shows green checkmarks.
If there are errors, click on the hyperlinked text of each error to resolve.
Click "Sync Invoice".
Method 2: Invoices Table
Go to the Invoices & Bills page and click the Invoices tab.
Add or scroll to the column 'QuickBooks Status' and click the status.
In the drawer that appears, make sure that all links shows green checkmarks.
If there are errors, click on the hyperlinked text of each error to resolve.
Click "Sync Invoice".
Note: After syncing an invoice from Renterra to QBO, open the invoice’s QuickBooks drawer and click the linked QuickBooks button in the top right to view it in QBO.
Payment Syncing Overview
Payments appear in QBO linked to specific invoices
Payment methods are mapped to appropriate bank accounts
Partial payments are handled correctly
Payment dates and amounts are preserved
Payment Sync Requirements
You can only sync payments where:
All invoices linked to the payment have been successfully synced.
The payment is tied to a customer, and the customer is mapped to QBO
Retrying Blocked Payment Syncs
Once the above requirements are met, you can manually sync the payment by:
Click the count on the Payments Health card to view the Payments table filtered by sync status.
Alternatively, you can go directly to Payments and use the table filters to filter by QuickBooks Sync Status.
For the payment you would like to retry syncing, within the 'QuickBooks Status' column, click the QuickBooks button.
In the drawer that appears, make sure all links shows a green checkmark.
If there are errors, click on the hyperlinked text of each linking error to resolve.
Click 'Sync Payment'.
The QuickBooks Status button will turn green if successful.
Refunds
Invoice refunds create credit memos in QBO.
Payment refunds create expense entries in QBO.
Key Restriction: You cannot change an invoice from positive to negative (or vice versa) after it's been synced. The system requires creating a new invoice instead.
Explore More About Renterra's Quickbooks Integration Features
Syncing Transactions to QuickBooks Online: Sync individual invoices and payments from Renterra to QuickBooks Online, with all line item details.
Review Accounts, Locations & Items in QuickBooks: Learn how to review the health of your QuickBooks Integration for Account Mappings, Locations, and Items.
Invoices Overview: Learn how invoices can be created to collect payment on orders, quick sales, internal work orders, and service orders.
Looking for additional help? Get support directly from the Renterra team! Chat with us directly or email us at [email protected].