Once an invoice or payment is in QuickBooks, your accountant may have already reconciled it. If someone then changes it in Run a Call — a new total, a void, a deleted payment, a refund — QuickBooks is updated to match, and the books for that period move. Change alerts email your accounting team when that happens, so nothing changes behind their back.
Change alerts are for QuickBooks Online, and only the account owner can turn them on. They're off until you do.
Turn on change alerts
- Go to Settings → QuickBooks and expand Sync settings & account mapping.
- In the Sync settings card, switch on Email accounting when a synced invoice or payment changes.
- Under Accounting addresses, type an address and press Enter (or a comma). Add up to 5.
- Choose how often to email:
| Choice | What happens |
|---|---|
| Send each change right away | An email a few minutes after the change, grouped per invoice. |
| Send one summary a day | One email at 7 AM your time, covering the day before. |
- Click Save settings.
You can leave the addresses empty. Owners and admins still see each change in their notifications.
What sends an alert
An alert goes out only for an invoice or payment that QuickBooks already has, and only once the change has reached QuickBooks:
| Change | Shows as |
|---|---|
| The invoice total changed | Total changed from $1,200.00 to $1,350.00 |
| The invoice was voided | Voided (it was $1,200.00) |
| A payment was deleted | Payment of $500.00 deleted |
| A payment was refunded | Refund of $500.00 |
Edits that don't change the total — a note, a payment marking the invoice paid, a change to the description — don't send anything. Neither do changes made in QuickBooks itself, or records that never synced.
What your accountant receives
Each email lists the invoice number and customer, what changed, who changed it, and when, with an Open the invoice link. It explains that the change was made in Run a Call after the invoice or payment had synced, and that QuickBooks has been updated to match.
Owners and admins also get a notification under the bell: one per change with Send each change right away, or one for the daily summary.
See recent changes
Further down in Sync settings & account mapping, above the Sync log, Changed after sync lists the latest 20 invoices and payments that changed after they reached QuickBooks:
| Column | Shows |
|---|---|
| Invoice | The invoice. Click it to open it. |
| Change | What changed, as in the table above. |
| Who | Who made the change, or Not recorded. |
| When | When it changed. |
| Emailed | Whether the alert email went out. |