Send invoices, payments and expenses to QuickBooks

What this does

Once QuickBooks is connected, AysOps sends your invoices, payments, expenses and estimates to QuickBooks automatically every night, so your books stay up to date without double entry. Direct sales and commissions go over as sales receipts, refunds as refund receipts, and (if you map your Stripe account) Stripe payouts as transfers to your bank.

Before you start

Connect QuickBooks first. See Connect QuickBooks and import.
Only owners and administrators can change these settings.

Steps

1. Tell AysOps where things go (Mappings tab)

Click QuickBooks, then the Mappings tab. Under Where things go in QuickBooks, each row asks which QuickBooks account to use (income, expenses, each expense category and so on).

Most rows come with a suggestion marked Confident or Best guess. Click Accept N suggestions to take them all, or pick each one. Use AI to help me suggests the rest (needs AysOps AI); you confirm every one.
Rows still to choose are listed first; saved rows move down to Mapped.
🔴 The income and default expense accounts are required (outlined red until set).
Tax pairs: when your documents combine two or more taxes (for example GST + PST), choose QuickBooks’ matching combined tax code.
Refunds are paid from: choose the bank accounts refunds come out of.

A tab with an amber dot needs something from you.

2. Check before you send (Export tab)

Before you send checks that your customers exist in QuickBooks:

Already in QuickBooks: confirm the link, so no duplicate is created.
Needs your decision: similar but not certain (Ask AI can help).
Will be added: created in QuickBooks when you send.

3. Turn sending on

Tick Send my invoices to QuickBooks and set Only invoices dated on or after a date (so old invoices already in QuickBooks aren’t sent twice). From then on, sending happens every night.

Send now sends straight away. You get 10 manual runs a week; the counter beside the button shows how many are left.

What happens next

Customers, vendors and items you create in AysOps are created in QuickBooks too, or matched by name if QuickBooks already has them.
Void an invoice or delete an estimate in AysOps and it’s done in QuickBooks too.
Anything QuickBooks refuses is listed on the Export tab with the reason, and on your to-do list.

If something goes wrong

Send now is greyed out: a required mapping is missing. The note above it says which.
A record failed: read the reason on the Export tab, fix it (often a mapping or a tax pair), then Send now.
An invoice reached QuickBooks but its payment did not: it is listed on the Export tab with the reason. The next run (or Send now) tries the payment again; until then the invoice may show as unpaid in QuickBooks.
“Nothing was sent … Please try again”: AysOps could not read something it needs to send safely (for example your Stripe balance account settings). Nothing was half-sent; press Send now again in a moment.
Cancel the add-on: it disconnects cleanly. Links between records are kept, so reconnecting later doesn’t send anything twice.