Overview
PoolBoss sends your sent and paid invoices to QuickBooks Online, along with the customer each one belongs to, then every payment, refund, and account credit on them. You bill and collect in PoolBoss, your books live in QuickBooks, and nobody types a transaction twice. It's included on every plan.
QuickBooks Online
What you can do
What PoolBoss sends to QuickBooks Online
Invoices go over once they're sent or paid, never as drafts. Each one carries its PoolBoss invoice number, due date, every line's description, quantity, and price, any discount, and the tax total. Invoice notes go over as a private note.
The customer goes with the invoice. PoolBoss looks for them in QuickBooks by email, or by name when there's no email, and creates them with their name and email if they aren't there. Every line posts to one shared QuickBooks item called Pool Service, which PoolBoss creates under your first income account the first time it's needed.
- Invoice number, due date, lines, discounts, and tax total
- Customers matched by email, or by name, and created if missing
- Every line posts to one shared Pool Service item
Invoices › INV-1042
Invoice INV-1042
Converted from Quote Q-0217| Description | Qty | Rate | Amount |
|---|---|---|---|
| Filter housing replacementPentair Clean & Clear 150 — cracked lid seat | 1 | $189.00 | $189.00 |
| LaborTomas Kine · 2.0 hrs @ $85/hr | 2 | $85.00 | $170.00 |
| Monthly service — MarchCommercial weekly | 1 | $0.00 | $0.00 |
Activity
When it syncs
An hourly background check sends new sent and paid invoices over in batches, oldest first, along with any money changes on invoices already there. When you need one in QuickBooks now, press Sync on the invoice. The rest of the billing flow is on PoolBoss billing.
Stops today
38
▲ 4 vs last Monday
Techs out
3 of 4
Tomas starts 7:00
Needs review
2
1 chemistry · 1 overdue
Collected this week
$4,180
▲ $610 vs last week
Routes in progress
View all routes →| Technician | Route | Progress | Est. finish | Status |
|---|---|---|---|---|
Marcus BellTruck 2 | Westside Monday | 2 / 12 | 2:40 PM | ON ROUTE |
Dana ReyesTruck 1 | North Loop | 5 / 14 | 3:15 PM | ON ROUTE |
Tomas KineTruck 3 | Commercial — East | 0 / 8 | 4:50 PM | STARTS 7:00 |
Ray TolliverTruck 4 | Fill-ins & callbacks | 3 / 4 | 11:20 AM | ON ROUTE |
Needs your attention
Payments, refunds, and credits
Every payment, partial or full, by card, autopay, or one you record, goes over as its own QuickBooks payment linked to the invoice. A refund on a paid invoice goes over as a refund receipt. A payment you reverse or move reduces or removes the matching QuickBooks payment. An account credit you issue becomes a credit memo, and applying it to an invoice links the two.
Payments land in Undeposited Funds, so your accountant groups them into deposits the way they already do. Your bank feed brings in the payouts, so each payout is counted once.
- Partial and full payments, each linked to its invoice
- Refunds as refund receipts, account credits as credit memos
- Payments land in Undeposited Funds for your accountant
Invoices › INV-1042
Invoice INV-1042
Converted from Quote Q-0217| Description | Qty | Rate | Amount |
|---|---|---|---|
| Filter housing replacementPentair Clean & Clear 150 — cracked lid seat | 1 | $189.00 | $189.00 |
| LaborTomas Kine · 2.0 hrs @ $85/hr | 2 | $85.00 | $170.00 |
| Monthly service — MarchCommercial weekly | 1 | $0.00 | $0.00 |
Activity
When something doesn't sync
Any invoice or credit memo that failed shows in Settings under QuickBooks sync status, with the reason. Each invoice links to its page, where a Retry button sends it again. A failed invoice waits for your Retry, so a bad record can't keep hammering your books. If the same invoice fails again, the admin gets one email about it.
The most common failure is a name clash: a customer whose name is already taken in QuickBooks by someone with a different email. Fix the name in either place and retry.
Stops today
38
▲ 4 vs last Monday
Techs out
3 of 4
Tomas starts 7:00
Needs review
2
1 chemistry · 1 overdue
Collected this week
$4,180
▲ $610 vs last week
Routes in progress
View all routes →| Technician | Route | Progress | Est. finish | Status |
|---|---|---|---|---|
Marcus BellTruck 2 | Westside Monday | 2 / 12 | 2:40 PM | ON ROUTE |
Dana ReyesTruck 1 | North Loop | 5 / 14 | 3:15 PM | ON ROUTE |
Tomas KineTruck 3 | Commercial — East | 0 / 8 | 4:50 PM | STARTS 7:00 |
Ray TolliverTruck 4 | Fill-ins & callbacks | 3 / 4 | 11:20 AM | ON ROUTE |
Needs your attention
Invoices from before you connected
Connecting doesn't flood your books with history. Only invoices created after you connect go over automatically. If you want older ones in QuickBooks too, an admin can send them as one batch from the Older invoices card, and undo that batch later, which removes exactly the invoices and payments it created. Moving from another system first? Start with Smart Import.
Review your import
from Skimmer export · customers.csv| Customer | Pools | Route | Status |
|---|---|---|---|
| The Alvarez Pool | 1 pool | Westside Monday | MATCHED |
| Marco's Cantina | 2 pools | Commercial — East | MATCHED |
| Holloway Residence | 1 pool | Westside Monday | DUPLICATE MERGED |
| Sandra Whitfield | 1 pool | Westside Monday | NEW |
| Bayview Condos | 3 pools | Commercial — East | NEW |
Showing 5 of 16 customers. Column mapping and duplicates were handled for you.
Ready to import
Free plan · 18 of 20 pools · no card
Why PoolBoss
Why pool pros choose PoolBoss
Built for pools, not bolted on
Water chemistry is the job, so it's the core of the product, not a notes field. Generic field-service tools don't track it.
Flat rate by pool count
You pay by how many pools you manage. No per-seat fees, no per-pool meter, and no surprise line on the bill as you grow.
Every feature on every plan
Nothing is locked to a higher tier. The Free plan has the same features as Fleet. Plans differ only by pool count.
Works in the field
The tech app runs on any phone and keeps working with no signal, so a visit completes at the pool and syncs when you're back on.
“Switched over and haven't looked back.”
Gregory Foster
Reef & Rail Pool Co.
How it works
QuickBooks Online at a glance
- What it does
- PoolBoss sends your customers, sent and paid invoices, payments, refunds, and account credits to QuickBooks Online, so your books match your billing without double entry.
- What you enter
- An admin connects your QuickBooks Online company by signing in with Intuit
- The invoices you send and the payments you collect in PoolBoss
- Optionally, a one-time batch of invoices from before you connected
- What PoolBoss does
- Finds each customer in QuickBooks by email, or by name when there's no email, and creates them with their name and email if they're missing
- Sends each sent or paid invoice with its number, due date, lines, discounts, and tax total, posting every line to one Pool Service item
- Sends each payment, partial or full, as its own QuickBooks payment linked to the invoice, and reduces or removes it when a payment is reversed or moved
- Sends refunds on paid invoices as refund receipts, and account credits as credit memos linked to the invoices they pay
- Checks every hour for new invoices to send, and sends one right away when you press Sync
- Lists every invoice or credit memo that failed to sync with the reason, and emails the admin if the same invoice fails again
- Who sees it
- Admins: the connection, sync status, failed invoices with Retry, and the older-invoices batch
- Your bookkeeper or accountant: the customers, invoices, and payments in QuickBooks Online
- What you can set
- Connect or disconnect. Disconnecting leaves what's already in QuickBooks untouched
- Send invoices from before you connected, and undo that batch
- Included on every plan
- Related features
FAQ
Common questions
Does PoolBoss sync with QuickBooks Online?
Yes. PoolBoss sends customers, invoices once they're sent or paid, and every payment, refund, and account credit to QuickBooks Online. An admin connects it by signing in with Intuit, and it's included on every plan. New invoices go over through an hourly background check, or right away when you press Sync on the invoice. The sync runs one way, from PoolBoss to QuickBooks.
What does PoolBoss send to QuickBooks?
Each invoice goes over with its PoolBoss invoice number, due date, every line's description, quantity, and price, any discount, the tax total, and its notes as a private note. Every line posts to one shared QuickBooks item called Pool Service. The customer goes with the invoice: PoolBoss matches them by email, or by name when there's no email, and creates them with their name and email if they're new. Each payment, partial or full, goes over as its own payment linked to the invoice, refunds go over as refund receipts, and account credits as credit memos. Drafts never go over.
Which way does the PoolBoss QuickBooks sync run?
From PoolBoss into QuickBooks Online. You bill and collect in PoolBoss, and your books in QuickBooks stay in step. Every money change goes over: payments, refunds, reversals, and account credits. If you edit or void an invoice after it has synced, make the same change in QuickBooks. Payments land in Undeposited Funds for your accountant to group into deposits.
What happens when an invoice fails to sync to QuickBooks?
It shows in Settings under QuickBooks sync status with the reason and a link to the invoice, where a Retry button sends it again. A failed invoice waits for your Retry, and if the same invoice fails a second time the admin gets an email. The usual cause is a customer whose name is already used in QuickBooks by someone with a different email, which you fix by changing the name in either system and retrying.
Will my old invoices go to QuickBooks when I connect?
Not unless you ask. Only invoices created after you connect go over automatically. An admin can send older sent and paid invoices as one batch from the Older invoices card, and undo that batch later, which removes exactly the invoices and payments it created and nothing else.
