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This guide explains how data syncs between Ruddr and QuickBooks Online, including what gets sent to QBO, what comes back, and how updates are handled.

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Invoices

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Saving invoices to QBO

When you export an invoice from Ruddr, the following happens: Basic details
  • Invoice number is sent if custom transaction numbers are enabled in QBO
  • Issue date and due date are synced
  • Currency is preserved
  • Notes are included (up to 1,000 characters)
  • Billing address is transferred and formatted by QBO
  • Client is matched to an existing QBO customer. If not QBO customer is found, one is created
Email fields
  • To and CC email addresses are combined into comma-separated lists
  • Length limits apply (100 chars for To, 200 chars for CC)
Tax and discounts
  • Tax is only included if QBO sales tax is enabled
  • Tax codes are applied based on your integration settings
  • Discounts are included only if configured with a default discount account
Exchange rates
  • Used only for multicurrency invoices
  • Priority order for exchange rates:
    1. QBO rate on invoice date
    2. QBO current rate
    3. Ruddr workspace rate
Line items
  • Description, quantity, rate, and amount are synced
  • Ruddr Invoice Items are matched to QBO Product / Services by name or defaulted from settings
  • Taxable status is applied per line

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Invoice Numbers

Once the invoice is created in QBO, Ruddr is updated with:
  • Final invoice number
  • Total amount
  • Tax amount and rate
  • Transaction number (parsed from QBO document number)

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Reloading invoices from QBO

If changes are made in QBO, you can reload the invoice into Ruddr. This updates:
  • Invoice number, dates, and notes
  • Billing address
  • Total, tax, and discount amounts
Line items
  • Fully re-synced from QBO
  • Deleted lines are removed in Ruddr
  • New lines are added automatically
Payments
  • Any payments created in QBO against the invoice are also synced into Ruddr

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Credit Notes

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Saving credit notes to QBO

Credit notes behave similarly to invoices:
  • Number, dates, currency, and client are synced
  • Notes and email fields follow the same rules as invoices
  • Tax is included only if enabled in QBO
Line items
  • Fully re-synced from QBO
  • Deleted lines are removed in Ruddr
  • New lines are added automatically
A QBO credit memo is created and a payment is applied to respective invoice(s)

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Credit Note Numbers

As a credit note is created in QBO, Ruddr receives:
  • Credit note number
  • Total and tax amounts
  • Tax rate
  • Transaction number

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Reloading credit notes

Reloading updates:
  • Header details (number, date, notes, billing address)
  • Totals and tax
Line items
  • Synced exactly from QBO
  • Removed lines are deleted

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Payments

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Saving payments to QBO

When a payment is saved to QBO:
  • Amount is reduced by any applied credit notes
  • Payment date, reference number, and notes are synced
  • Client and currency follow invoice rules
  • Deposit account comes from integration settings
  • Payment method is matched to QBO
Linked invoices
  • Payments are applied to invoices already synced to QBO
Linked credit notes
  • Payments are also applied to synced credit notes

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Reloading payments

Reloading an invoice will ensure the following fields on a payment are updated:
  • Payment amount (adjusted to include credit notes)
  • Payment date, reference number, and notes
  • Payment method
Reconciliation behavior
  • Invoice links are matched automatically
  • Credit notes are matched or created if missing
  • Any deleted QBO items are removed from Ruddr

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Payments created directly in QBO

If a payment is created in QBO:
  • It is imported into Ruddr automatically
  • Client is resolved from the QBO customer
  • Amount includes any credit note applications
  • Date, reference number, and notes are synced

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Expenses (Vendor Bills)

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Saving reimbursable expenses to QBO

Only eligible expenses are saved to QBO:
  • Approved
  • Reimbursable
  • Not yet reimbursed
  • Within the configured sync date range
Bill details
  • Member is mapped to a QBO vendor (or created)
  • Bill date is based on the earliest expense
Line items
  • Each expense becomes a separate line
  • Amount is rounded to two decimals
  • Description includes client, project, vendor, and notes
  • Expense category maps to a QBO account (or default)
  • Project is included if mapped

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Reimbursement status

Ruddr checks QBO to determine if expenses are reimbursed:
  • Marked as reimbursed only when the bill is fully paid
  • No financial details are imported—only status