What the QuickBooks Online page shows
Connect QuickBooks Online once and invoices you approve in the portal are pushed across for you, with a QB column that shows which ones have arrived. The same page keeps your tax codes and product list in step with your company file.
Integrations, then Billing
The accounting and billing connections live on this one tab. Pax8, QuickBooks Online and Stripe each get a card, and each card says what it is for.
The QuickBooks Online card
The card reads Connected once the connection is live and names the company file. Under it the card says that invoice and customer data sync automatically, and Disconnect QuickBooks is there when you need it. Open the card to reach everything below.
The company file facts
A snapshot taken when you connect and again on every connection test. It shows Company country, Sales tax (On or Off, and marked automated when it is the automated kind), Highest recent QuickBooks invoice # and Portal issues next. Reading the last two side by side is how you tell whether the two numbering runs are about to collide. If custom transaction numbers are off in QuickBooks, an amber line warns that pushed invoice numbers may be ignored and QuickBooks will auto-number instead, and names where to turn them on: QuickBooks Settings, then Sales.
Refresh products
Pulls your items and services down from QuickBooks again so that Product Management, further down this page, lists them.
Refresh tax codes
Pulls the tax code list down again. It feeds the Tax codes table below and the tax code pickers across the portal. The two refresh buttons are independent, so you can run either one on its own.
Tax codes
A read-only table of every tax code synced from QuickBooks, with columns Name, QuickBooks ID, Rate, Description and Status (Active or Inactive). Tax codes are managed in QuickBooks, which is where the Manage tax codes in QuickBooks link takes you. Change one there, then press Refresh tax codes to pull the new list.
What deactivating a product does
Product Management decides which items show up in the invoice and quote pickers across the portal. Deactivating one hides it from GoTenix only. The item stays untouched in QuickBooks.
Run Audit
Pick a window of 6, 12 or 24 months, or type your own number, then press Run Audit. Each product then shows when it was last used and how many times, so you can see which ones nobody picks.
Active products, and the ones nobody uses
Active Products shows how many products are still offered in the pickers. Deactivate All Unused clears the ones the audit found no use for, or you can tick them one at a time and deactivate them. Anything you deactivate moves to Inactive Products, where Reactivate brings it back. Products sort under their category heading, and Uncategorized is where a product sits until you give it one. The category is kept in GoTenix, so a sync from QuickBooks never overwrites it.
Source, and QB
On the Invoices list, Source says where each invoice started. QB Sync means it came in from QuickBooks on a sync. Manual, Ticket and Quote each name a door inside the portal, and Core, License or Add-On means a plan billed it. The QB column says whether that invoice has reached QuickBooks: Synced once it has, a Push button on an Outstanding invoice that has not gone across yet, and a small refresh icon beside Synced to send an Outstanding invoice again. When QuickBooks is connected and the client is matched to a QuickBooks customer, approving an invoice pushes it across for you.
Discounts
Billing, then Discounts gathers the discounts from every client in one list, with the columns Client, Applies To, Discount, Duration, Reason and Status. As the page itself says, discounts are authored on each client's Billing page, and clicking a client's name takes you there.
Browse
On this page
Why it works this way: What the QuickBooks Online page shows
The point of the connection is that the books stay in one place. You approve an invoice in the portal and it is pushed to QuickBooks for you, and the QB column shows which invoices have arrived.
Two lists come down from QuickBooks, tax codes and products, and they are refreshed separately so you can update whichever one has changed.
The product list is what the invoice and quote pickers draw from. Deactivating the items nobody uses keeps those pickers short for your whole team, and it never changes anything in QuickBooks.
Other ways to do this: What the QuickBooks Online page shows
From a client's Tax tab
Open a client, then Billing, then Tax, and pick from the same synced list.
From Settings
Settings, then Billing and Pricing, then Sales Tax.
Questions this page answers
What are the company-file facts shown when QuickBooks is connected?
It is a snapshot taken when you connect, and again on every connection test. It shows the company's country. It shows whether sales tax is on in QuickBooks, and whether Automated Sales Tax is on too. It shows the last invoice number QuickBooks issued, next to the portal's own next number, so you can compare them. If custom transaction numbers are off in QuickBooks, you see a warning. Turn them on in QuickBooks under Settings > Sales. Until you do, QuickBooks auto-numbers invoices and ignores the number the portal pushes.
What's the difference between Refresh products and Refresh tax codes?
Two independent sync buttons on the connected QuickBooks card, each pulling one catalog from QuickBooks without touching the other. Refresh products re-pulls items/services and feeds the Product Management audit below. Refresh tax codes re-pulls the tax code list and feeds the Tax codes table on this page plus the tax-code pickers on Settings and each client's Tax tab. Run either one independently.
What is the Tax codes list on this page?
A read-only mirror of the tax codes synced from QuickBooks, the same list Settings → Billing & Pricing → Sales Tax and each client's Billing → Tax tab pick from. Tax codes are created in QuickBooks, never in the portal; click Refresh tax codes above to re-pull the latest list after adding or changing one in QuickBooks.
How do I manage which products appear in dropdowns?
Go to Integrations > Billing and open the QuickBooks Online card. Find the Product Management section. Run Audit shows you which products have been used. Deactivate the ones you do not need. They stop showing up in the pickers. QuickBooks itself is not changed. You can also sort products into categories.
How do invoices sync with QuickBooks?
An invoice you approve here is pushed to QuickBooks for you. An invoice made or paid in QuickBooks comes back on the next sync. The Source column says where each one started. It can read QB Sync, Manual, Ticket, Ticket Charges, Quote, or a plan type such as Core, License or Add-On. Fields that only live here, such as product categories, are never overwritten by the sync.
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