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What fields sync as part of the QuickBooks Online integration?

  • Updated

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.

Invoices

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

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)

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

Credit Notes

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)

Credit Note Numbers

As a credit note is created in QBO, Ruddr receives:

  • Credit note number
  • Total and tax amounts
  • Tax rate
  • Transaction number

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

Payments

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

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

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

Expenses (Vendor Bills)

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

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

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