What Syncs to QuickBooks

Once connected, RIVET syncs billing data to QuickBooks Online automatically. This guide explains what syncs, how it syncs, and how to manage the process.

What Syncs to QuickBooks

RIVET sends the following data to QuickBooks:

Invoices

• Created from approved pay applications
• Customer linked to GC or project
• Line items with revenue classification
• Net amount (excluding retainage)

Journal Entries

• Retainage entries for each billing period
• Retainage release entries
• Proper asset/liability accounting

Customers

• GCs or owners as QuickBooks customers
• Contact information
• Address details

When Sync Happens

Data syncs automatically at these points:

Invoice Structure

Synced invoices in QuickBooks include:

Header Information

• Customer: GC or owner name
• Invoice number: Pay app number
• Invoice date: Pay app period end date
• Due date: Based on payment terms
• Project reference in memo field

Line Items

You can sync as a single line or itemized:

• Single line - One line for total billing amount
• By SOV item - Line item per SOV work billed

Classes

If using class tracking, the project class is applied to all line items for job costing reports.

Retainage Journal Entries

RIVET creates journal entries to properly account for retainage:

When Billing

When Released

Sync Status Dashboard

Access the centralized sync dashboard for an overview of all integration activity:

1. Go to Integrations in the sidebar
2. Click Sync Status to view the dashboard
3. See recent sync activity, pending items, and any errors

The dashboard displays cards for each integration showing:

• Last Sync - When data was last synchronized
• Pending Items - Number of items waiting to sync
• Errors - Any sync failures requiring attention
• Connection Health - Overall integration status

Checking Pay App Sync Status

View sync status for any pay application:

1. Open the pay application
2. Look for the Sync Status indicator
3. Click for details about synced items

Status Indicators

Manual Sync

If automatic sync fails, you can manually trigger a sync:

1. Open the pay application
2. Click Sync to QuickBooks
3. Review any errors
4. Retry after fixing issues

Sync Settings

Configure sync behavior in Settings → Integrations → QuickBooks:

Automatic Sync

• Toggle on/off automatic syncing
• When off, use manual sync button

Invoice Format

• Single line or itemized
• Include project details in memo

Customer Creation

• Auto-create customers for new GCs
• Require manual customer mapping

Conflict Resolution

When data exists in both systems with differences, RIVET helps you resolve conflicts:

Types of Conflicts

• Customer mismatch - GC name differs between systems
• Invoice exists - Invoice number already in QuickBooks
• Amount difference - Invoice totals don't match

Resolution Options

• Keep RIVET - Overwrite QuickBooks with RIVET data
• Keep QuickBooks - Skip sync and keep QuickBooks version
• Link existing - Connect RIVET record to existing QBO record

Handling Sync Errors

Common Errors

Reconciliation

Periodically verify RIVET and QuickBooks match:

1. Run the sync summary report in RIVET
2. Compare to QuickBooks reports
3. Investigate any discrepancies
4. Re-sync failed items

Best Practices

Need Help?

If you're having trouble with QuickBooks sync, contact our support team at support@slpwlk.io.