Keep your books connected to the work you bill

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. PoolBoss carries the detail behind the charge into the books, saving your bookkeeper from rebuilding it from a total.

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. PoolBoss matches recognized catalog services to service-specific QuickBooks items, so the books can distinguish the services you bill. Lines it cannot match use the shared Pool Service item.

• Invoice number, due date, lines, discounts, and tax total
• Customers matched by email, or by name, and created if missing
• Recognized services use service-specific QuickBooks items; unmatched lines use the shared Pool Service item

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. PoolBoss keeps collection activity connected to the invoice, giving your bookkeeper less payment matching to do by hand.

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

PoolBoss shows failed invoice and credit-memo syncs in Settings under QuickBooks sync status, with the reason, so your office can find the records that need attention. Each invoice links to its page, where a Retry button sends it again. A failed invoice waits for your Retry, giving your office a chance to fix the problem before sending it again. If the same invoice fails again, the admin gets one email about it.

One example 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.

PoolBoss automatically syncs invoices created after you connect QuickBooks Online. Older invoices stay out of that initial sync, so connecting does not unexpectedly import your entire billing history. 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. If you are moving from another system, start with Smart Import.