With D-Tools Payments and QuickBooks Online (QBO) integration enabled, you can simplify subscription payment accounting by activating the "Subscription Invoice" automation. The Subscription Invoice automation will automatically create invoices in QBO when invoices are manually created for subscriptions or when they are automatically generated using the Invoice Creation automation.
Subscription Invoice automation is available only with QBO, but will be available for QuickBooks Desktop and Xero in future releases.
To use the Subscription Invoice automation successfully:
Ensure that the customer on Cloud is linked to the relevant customer in QBO by creating a new customer account or mapping to an existing one. The automation will fail if the customer account does not exist in QBO.
When manually creating a subscription invoice, ensure that the "Create invoice with QuickBooks Online" checkbox is selected on the invoice creation modal. It is selected by default.
To enable the Subscription Invoice automation:
1/ Go to "Settings > Integration > Manage Integrations" in the left navigation menu and open the QBO Settings modal.
2/ In the modal, go to the "Invoice" tab and enable the automation in the "Subscription Invoice Automation" tile.
3/ Select an invoice tax rate.
4/ Choose from one of the following:
Use existing item mapping/Create one - the subscription name will be automatically detected and mapped to an existing item in your QBO account. If a match doesn't exist, a new item will be created.
Map to standard item - the subscription name will always be linked to the same generic item. However, the name of the contract will be placed in the description field of the item so that you have some much-needed context.
5/ Select a class if you are using the Classes feature in QBO.
If the automation fails, you will need to manually push the invoice to QBO.
Check out this article for more details.