Steps
- Open the setting. In the back office sidebar, click QuickBooks. Use the Invoices & refunds section on the dashboard, or the Invoices & refunds tab under QuickBooks Desktop.
- Read the comparison. The table shows your accountant what changes in each mode: documents per day, lines per invoice, payments, rounding, tax accuracy and customer history.
- Choose how many invoices. Pick One invoice per sale, Grouped by product or Grouped by category. Grouped modes use each location's day end time.
- Choose the refund behaviour. Pick Refund to the customer right away to post the credit note and a refund cheque from your mapped bank account, or Keep it as a credit note on the customer's account.
- Save. Click Save invoice & refund settings.
- Post day-end invoices. On Desktop with a grouped mode, the Send data tab shows Day-end invoices with Preview and Post to QuickBooks.
Per sale or per day
One invoice per sale keeps every sale and customer visible in QuickBooks and is right for trading businesses that invoice named customers. A busy restaurant can send hundreds of invoices a day this way; a grouped mode turns a day into one invoice per location, with one payment per tender per day, so it still reconciles with your card batches.
GST and PST filing is unaffected in all three modes. Grouped modes can differ from the POS by a few cents a day from rounding: under 10 cents for product grouping and under 5 cents for category grouping.
Limits
Grouped day-end invoices and refund cheques post to QuickBooks Desktop. A business on QuickBooks Online should stay on one invoice per sale. Changing modes affects sales synced from then on; what's already in QuickBooks is never rewritten. QuickBooks is part of the Pro plan. The QuickBooks item shows in the back office sidebar when your subscription includes it and you're an admin or hold the QuickBooks permission.
Frequently asked questions
Can I send one summary invoice per day to QuickBooks?
Yes, on QuickBooks Desktop. Choose Grouped by product or Grouped by category, and each location's trading day goes across as one invoice, posted from the Day-end step on the Send data tab.
Does a daily summary work with QuickBooks Online?
Not yet. Grouped day-end documents post to QuickBooks Desktop only, so a business on QuickBooks Online should use one invoice per sale.
What's the difference between the refund options?
Refund right away posts the credit note and a refund cheque from your mapped bank account, so the customer's balance returns to zero. Keep it as a credit leaves the credit on their account for future invoices.