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Flashquotes syncs payments, deposits, and refunds to QuickBooks Online. This page covers how sync works and how to manually sync individual transactions.
QuickBooks sync requires an active Pro subscription and QuickBooks Online connection. Set up QuickBooks integration first in Settings → Integrations.
QuickBooks syncing is only supported for accounts using USD currency in the United States.

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How deposits work

Flashquotes creates QuickBooks deposits differently depending on the payment method: Stripe payments — Deposits are created automatically when Stripe sends the payout to your bank. Multiple payments from the same payout are grouped into a single aggregate deposit that matches your bank statement. Each deposit includes the Stripe payout trace ID in the memo field for easy bank reconciliation. Manual payments (cash, check) — Deposits are created immediately when you sync the payment to QuickBooks.

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Failed payouts

If a Stripe payout fails, Flashquotes automatically removes the corresponding deposit from QuickBooks and clears the deposit link from affected payments. No manual cleanup is needed.

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Sync a payment

  1. Go to an invoice with payment activity
  2. Find the payment in the Payment Activity table
  3. Click Sync Payment next to the payment
  4. Wait for sync to complete (button shows loading spinner)
What happens next: The payment syncs to QuickBooks as an invoice and payment record. For manual payments (cash, check), a bank deposit is also created immediately. For Stripe payments, the deposit is created later when the payout arrives. The sync button disappears and shows a QuickBooks icon.

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Sync a refund

  1. Go to an invoice with refund activity
  2. Find the refund in the Payment Activity table
  3. Click Sync Refund next to the refund
  4. Wait for sync to complete
What happens next: The refund syncs to QuickBooks as a refund record. You’ll see a QuickBooks icon showing the sync is complete.

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When to use manual sync

Use manual sync when:
  • QuickBooks connection was set up after payments were processed
  • You want to sync only specific transactions
  • Automatic sync failed for individual payments
  • You need to control timing of accounting entries

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Prerequisites

Before syncing payments, verify these settings in QuickBooks integration:
  • Deposit bank account: Where payments are deposited
  • Fee expense account: For processing fees
  • Refund bank account: For refund transactions (refunds only)
Missing account mappings will cause sync to fail. Check your QuickBooks integration settings if sync doesn’t work.

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Common issues

  • Sync button not visible: Check you have Pro subscription and QuickBooks connected
  • “Already synced” error: Payment was previously synced to QuickBooks
  • “Invoice already paid” error: QuickBooks invoice has zero balance remaining
  • Account mapping missing: Set up required bank and expense accounts in QuickBooks settings
  • Deposit not appearing yet: For Stripe payments, deposits are created when the payout reaches your bank (typically 1-2 business days)

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What gets created in QuickBooks

For payments:
  • Invoice record (if not already exists)
  • Payment record linked to invoice
  • Bank deposit (immediately for manual payments; on payout for Stripe payments)
For Stripe payout deposits:
  • Single aggregate deposit grouping all payments from the payout
  • Stripe processing fees recorded as expense line items
  • Payout trace ID in the deposit memo for bank reconciliation
For refunds:
  • Refund record
  • Bank account deduction

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Limitations

  • Can only sync payments with valid amounts greater than $0
  • Previously synced payments can’t be synced again
  • Requires customer email to match or create QuickBooks customer
  • Stripe fees and Flashquotes fees are automatically calculated and recorded