Invoices in Run a Call create invoices in QuickBooks Online. This article covers exactly which fields map, what gets created, and how to read a sync error.
The trigger
Depending on your config (under Settings → QuickBooks → Invoices → When to sync):
| Mode | When sync fires |
|---|---|
| On send | Invoice posts to QBO when you click Send in Run a Call. |
| On payment | Invoice posts to QBO only when paid. |
Most shops pick On send (accrual basis). Cash-basis shops pick On payment.
The mapping
| Run a Call field | → | QuickBooks field |
|---|---|---|
| Customer | → | Customer (by name + email match; created if not found) |
| Service address | → | Shipping address |
| Billing address | → | Billing address |
| Invoice ID | → | Doc number (if "Run a Call IDs in QBO" is on) |
| Invoice date | → | Transaction date |
| Due date | → | Due date |
| Terms | → | Terms (by name match) |
| Line items | → | Line items (mapped to Products & services by name) |
| Tax rates | → | Tax codes (by name match — see Mapping tax rates) |
| Discount | → | Discount line (posts to the discount account configured) |
| Customer-facing notes | → | Message to customer |
| Internal notes | → | Memo |
| Member discount | → | Discount line tagged Member savings |
What's NOT synced to QBO
- The job's activity timeline.
- Photos and signatures.
- Internal team comments.
- Tech assignment.
- Estimate history (only the final invoice).
These all stay in Run a Call.
When an invoice is edited
| Edit timing | Behavior |
|---|---|
| Pre-payment edits | Sync to QBO; the QBO invoice is updated to match. |
| Post-payment edits | Blocked. To change a paid invoice, void it and re-issue. |
Refunds aren't built into Run a Call today — they happen in the Stripe Dashboard. The Run a Call invoice stays at paid afterward; record the refund in QBO manually as a credit memo if you want the books to reflect it.
When an invoice is voided
The QBO invoice is voided too. The original record stays in QBO with a $0 balance.
When an invoice is deleted (draft only)
If a draft was synced, deleting it from Run a Call deletes the QBO record. If it was never synced (which is the case for drafts in On send mode), nothing happens in QBO.
Sync log
Settings → QuickBooks → Sync log shows every sync event with:
| Column | What it shows |
|---|---|
| Timestamp | When the sync event fired. |
| Direction | Run a Call → QBO or QBO → Run a Call. |
| Entity | Invoice #1234. |
| Status | Success / Failed / Retrying. |
| Error message | If any. |
Reading common errors
| Error | Fix |
|---|---|
| "Customer not found" | The customer was deleted in QBO; sync recreates them. |
| "Tax code not mapped" | A tax rate on the invoice has no QBO mapping. Map it under Settings → QuickBooks → Tax. |
| "Item not found" | A pricebook item isn't in QBO. Create the item manually in QBO with the same name and retry the sync. |
| "Closed period" | Invoice date is before your QBO closing date. Either move the closing date or post to the current period. |
| "Account inactive" | The income account on a line item is marked inactive in QBO. Reactivate it. |
See Resolving common QuickBooks errors for fixes.